Event Coordinator

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

Benefits offered by this job

Medical, dental, and vision coverage

401(k) with company match

Paid time off

Job summary

RRD is seeking a Conference Coordinator to ensure the seamless planning and coordination of meetings, conferences, and events. You will serve as the main concierge for all meetings and act as the escalation point for vendors and end users.

Responsibilities include coordinating AV/IT, food & beverage, room setups, signage, and materials; communicating with clients before, during, and after events; managing bookings and reports; and supporting post‑event debriefs while maintaining confidentiality

Qualifications

• High School diploma or equivalent is required.
• Minimum 2 years of conference planning experience in a corporate or conference center environment.
• Knowledge of conference center reservation systems.
• Excellent organizational and written/oral communication skills.
• Exceptional client service skills to exceed expectations.
• Strong computer skills and proficiency with MS Office (Outlook, Excel, PowerPoint).
• Discreet and committed to confidentiality.

Responsibilities

• Coordinate services for meetings including AV/IT, food & beverage, room setups, signage and materials.
• Delegate tasks to Hospitality Associates to meet deadlines.
• Identify booking conflicts and propose solutions to optimize space use.
• Communicate with clients before, during and after events and respond to inquiries.
• Manage bookings using reservation systems and generate post-event debriefs.

Skills

Organizational skills

Communication skills

Client service skills

Confidentiality

Education

High School diploma or equivalent

Tools

Microsoft Office

Job description

• Compensation: USD 21.97 - USD 31.2 - hourly

Company Description

RRD provides marketing, packaging, print, and business services to the world’s most respected brands. The company’s proprietary technology, advanced data analytics, and expertise fuel organizational decision-making from strategy through execution, delivering sustainable solutions with the lowest possible environmental impact. Global organizations and regulated industries trust RRD to reduce complexity and drive audience connections across the entire customer journey.

Job Description

Position summary

The Conference Coordinator ensures the seamless planning and coordination of meetings, conferences, and other events. The Conference Coordinator serves as the main concierge for all meetings, conferences, and events and acts as the single escalation point for all vendors and end users.

Job Duties

Coordination of a wide range of services for meetings which have been booked, including Audio Visual and other IT requirements, food and beverage requests, conference room set-ups, signage, distribution of materials, etc. Includes delegation of work assignments/tasks to the Hospitality Associates to ensure department deadlines are achieved.

• Quickly identify booking conflicts or potential booking conflicts and suggest solutions.
• Communicate with clients before, during, and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely manner.
• Handle meeting room bookings, using the reservation system and focusing on the strategic assignment of meeting space so as to maximize utilization.
• Send initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm the current status of the meeting, the accuracy of participant counts, the need for special equipment, etc.
• Manage all post-conference/debrief feedback sessions with the client and relevant members of the operations staff so as to obtain first-hand comments on certain complex, critical and/or large scale events.

Produce daily reports of all comprehensive meetings in order to document events and share detailed information with all involved departments.

Respond to numerous phone calls and emails with new meeting requests and special “add‑on” information for existing meetings.

Assist in stocking conference rooms with office supplies (pads, pens, pencils, staplers, tape, etc.)

Communicate to all relevant internal departments and subcontractors the specific needs of the client, both in advance of and during the course of meetings.

Ensure meeting rooms are set up correctly, with the proper equipment and amenities, prior to the start of meetings.

Conduct site inspections to ensure pristine condition and upscale maintenance issues.

Qualifications

High School diploma or equivalent

Minimum (2) year’s experience with conference planning experience in a corporate or conference center environment

Good knowledge of conference center reservation systems

Excellent organizational skills with the ability to prioritize tasks and multi-task efficiently. Excellent oral and written communication skills

Exceptional client service skills to exceed expectations

Strong computer skills and knowledge of Microsoft Office suite and products (Outlook, Excel, PowerPoint) Punctual, dependable, and dedicated to achieving operational excellence

Discreet, ethical, and committed to maintaining a high degree of confidentiality

Maintain a consistently professional approach, with a willingness to take ownership and responsibility

Additional Information

The salary range for this role at the noted RRD location is $21.97-31.20 / hour. Starting pay decisions are determined based on multiple factors including but not limited to relevant education, qualifications, skills, experience, certifications, proficiency, performance, shift, location, and other business needs. Typically, roles follow step progressions to a target rate or set increments over time. Depending on the role, in addition to the hourly rate of pay, the total compensation package may also include overtime, shift differential, call-in, and/or stand‑by pay. RRD’s benefit offerings include medical, dental, and vision coverage, paid time off, disability insurance, 401(k) with company match, life insurance and other voluntary supplemental insurance coverages, plus parental leave, adoption assistance, tuition assistance and employer/partner discounts.

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All employment offers are contingent upon the successful completion of both a pre‑employment background and drug screen.

RRD is an Equal Opportunity Employer, including disability/veterans

At RRD, we value innovation, authenticity, and integrity. To uphold the security and fairness of our hiring process, we ask that candidates refrain from using AI tools during interviews to ensure an authentic and secure experience. We appreciate your cooperation as we work to maintain a transparent and equitable hiring process.

All employment offers are contingent upon the successful completion of both a pre‑employment background and drug screen.

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