Strategic Conference & Events Coordinator

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

Benefits offered by this job

Medical, dental, and vision coverage

Paid time off

401(k) with company match

Life insurance

Parental leave

Tuition assistance

Job summary

RRD is seeking a Conference Coordinator in New York to expertly plan and coordinate meetings, conferences, and events. You will act as the primary concierge for all meetings, handling vendor interactions and ensuring seamless execution from planning to wrap-up.

You will manage AV/IT needs, room setups, signage, and materials, while communicating with clients before, during, and after events to maintain strong relationships and timely responses.

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 skills with the ability to prioritize tasks and multi-task efficiently.
• Excellent oral and written communication skills.
• Discreet, ethical, and committed to maintaining a high degree of confidentiality.

Responsibilities

• Coordinate a wide range of services for meetings booked, including AV/IT, food & beverage, room setups, signage, and materials.
• Identify booking conflicts and propose solutions.
• Communicate with clients before, during and after events to maintain relationships and handle inquiries.
• Manage meeting room bookings using the reservation system and optimize space utilization.
• Send confirmations and follow up on event status, counts, and equipment needs.
• Produce daily reports documenting meetings and share with relevant departments.
• Assist in stocking conference rooms with office supplies and ensure readiness of spaces.
• Communicate client needs to internal departments and subcontractors pre- and during events.
• Ensure rooms are properly set up with required equipment and amenities.

Skills

Excellent organizational skills

Excellent written and verbal沟通

Education

High School diploma or equivalent

Tools

Conference center reservation systems

Microsoft Office (Outlook, Excel, PowerPoint)

Job description

RRD is seeking a Conference Coordinator in New York to expertly plan and coordinate meetings, conferences, and events. You will act as the primary concierge for all meetings, handling vendor interactions and ensuring seamless execution from planning to wrap-up.

You will manage AV/IT needs, room setups, signage, and materials, while communicating with clients before, during, and after events to maintain strong relationships and timely responses.