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Conference Services Coordinator

  • Location: New York, New York
  • Type: Direct Hire
  • Job #629

Conference Services Coordinator

Location: New York, New York

Hours: Monday – Friday 7:00 a.m. – 3:00 p.m. or Monday – Friday 11:00 a.m. – 7:00 p.m.

Compensation: Base salary up to $70,000 (plus paid overtime!)

Benefits: Major Medical, Dental, Life Insurance, 401K plus match, PTO off and sick days, FSA, Transit program and more! 

Summary: A major law firm is looking for an upbeat, responsible and professional Conference Services Coordinator to join their team. Ideal candidates will have excellent communication, solid multitasking and organizational skills, a proactive work ethic and demonstrate a high level of initiative and discretion.

Key Responsibilities:

  • Provide exceptional customer service to all clients, employees and visitors entering and calling the firm; direct to the appropriate employee for specific needs
  • Operate telephones; screen and direct calls to appropriate parties
  • Schedule meetings, including booking conference rooms and disseminating special requests to catering
  • Responsible for making proper event arrangements in regard to food and beverage provisions, facility organization and equipment requirements
  • Maintain knowledge of firm-wide meetings and events in order to properly direct attendees in a timely manner to meeting location
  • Assist staff and clients with all requests, including car and travel reservations, etc.
  • Meet and greet visitors entering the firm and direct to scheduled conference room or other location
  • Be prepared to supply and organize all necessary arrangements for all firm events
  • Researches and creates air-lift studies for domestic and international events
  • Handle conference call requests accurately and in a timely manner
  • Perform conference room checks to ensure reservation requests are met prior to scheduled meetings
  • Build and maintain a database of service providers that may be utilized for various Firm events
  • Maintain knowledge of staff and attorney whereabouts in and out of the firm
  • Maintain a polished appearance of reception area at all times, including up-to-date desk instructions
  • Master organizational processes, workflows, policies and procedures


  • Bachelor’s degree required
  • 2+ years reception, administrative or customer service experience in a fast-paced law firm or corporate environment
  • Experience with WebEx and Microsoft Office Products is preferred
  • Ability to grasp and utilize CVET, an event software, for event successfulness
  • Capability to use and connect basic A/V equipment  
  • Strong desire to work within the legal sector
  • Excellent written and verbal communication skills
  • Professional demeanor and appearance at all times
  • Strong customer-service skills
  • Ability to maintain confidentiality and multiple shifting priorities
  • Strong attention to detail
  • Comfortable working in a collaborative environment and able to be effective within a team