Conference & Events Coordinator

Silver Bay; New York (NY); Hybrid; USD 42,000 - 64,000; Full time

Job summary

Silver Bay is seeking a Conference Coordinator to support the Conference Services Department by collecting conference needs, scheduling venues, coordinating setups, and food requirements, ensuring departments have accurate information to provide top service.

You will input information into Maestro and other systems, maintain calendars, assist pre-event planning, liaise with Program, Food Service, Housekeeping, and other teams, and support weekend/evening duties as part of a 24-hour operation.

Qualifications

• Customer service experience in fast-paced environments.
• Ability to read and interpret oral and written information.
• Strong interpersonal and relationship-building skills.
• Proficient with basic computer systems and office software.
• Willingness to work weekends, evenings, or nights as needed.

Responsibilities

• Reserve meeting spaces and input conference details into Maestro.
• Create and maintain conference folders and records.
• Maintain conference calendars across department systems.
• Coordinate pre-event communications with multiple departments.
• Support sales/contracts by handling addendums and forms.
• Serve as primary Silver Bay contact for assigned groups.
• Address post-event payments and issues after departure.
• Prepare reports for weekly operations meetings.
• Support events on-site.
• May assist other departments to meet business needs.
• Be available to work weekends/evenings/nights.

Skills

Customer service

Communication

Interpersonal skills

Reading & data interpretation

Team collaboration

Education

High school diploma or equivalent

Tools

Maestro

Word

Excel

Facility Dude

Job description

Silver Bay is seeking a Conference Coordinator to support the Conference Services Department by collecting conference needs, scheduling venues, coordinating setups, and food requirements, ensuring departments have accurate information to provide top service.

You will input information into Maestro and other systems, maintain calendars, assist pre-event planning, liaise with Program, Food Service, Housekeeping, and other teams, and support weekend/evening duties as part of a 24-hour operation.