Corporate Conference & Events Coordinator

RR Donnelley & Sons; New York (NY); On-site; USD 30,000 - 43,000; Full time

Job summary

RR Donnelley & Sons is seeking a Conference Coordinator to expertly plan and coordinate meetings, conferences, and events. You will serve as the primary concierge for bookings, liaising with vendors, clients, and internal teams to ensure seamless execution and high service levels.

The role requires strong organizational skills, attention to detail, and the ability to manage multiple events simultaneously. A2 years in conference planning and proficiency with MS Office are preferred.

Qualifications

• High School diploma or equivalent.
• Minimum 2 years’ conference planning experience in a corporate or conference center environment.
• Good knowledge of conference center reservation systems.
• Excellent organizational and multitasking abilities; strong written and verbal communication.
• Exceptional client service skills with a focus on exceeding expectations.
• Strong computer skills including Outlook, Excel, and PowerPoint; punctual and reliable.
• Discreet, ethical with confidentiality.
• Professional demeanor with ownership and responsibility.

Responsibilities

• Coordinate services for meetings, including AV and IT, catering, and room setups.
• Identify and resolve booking conflicts and communicate solutions.
• Maintain positive client relationships and respond to inquiries promptly.
• Produce daily reports detailing meetings for all involved departments.
• Manage room bookings and optimize space utilization.
• Send confirmations and follow up before events.
• Coordinate post-conference debrief feedback with clients and staff.
• Handle inquiries via phone and email for meeting requests.
• Stock conference rooms with supplies.
• Communicate client needs to internal departments and vendors.
• Ensure rooms are prepared with required equipment.
• Conduct site inspections to ensure pristine condition.

Skills

Conference planning

Customer service

Organizational skills

Communication skills

Education

High School diploma or equivalent

Tools

Outlook

Excel

PowerPoint

Word

Job description

RR Donnelley & Sons is seeking a Conference Coordinator to expertly plan and coordinate meetings, conferences, and events. You will serve as the primary concierge for bookings, liaising with vendors, clients, and internal teams to ensure seamless execution and high service levels.

The role requires strong organizational skills, attention to detail, and the ability to manage multiple events simultaneously. A2 years in conference planning and proficiency with MS Office are preferred.