What are the responsibilities and job description for the Conference Services Coordinator position at Debevoise & Plimpton LLP?
Conference Services Coordinator
Conference Services Department
Debevoise & Plimpton LLP is a premier law firm with market-leading practices, a global perspective and strong New York roots. Our clients look to us to bring a distinctively high degree of quality, intensity and creativity to resolve legal challenges effectively and cost efficiently. We believe in hiring talented and dedicated individuals as members of our administrative community. We draw on the strength of our culture and structure to deliver the best of our firm to our lawyers and clients through true collaboration. The firm is seeking a full-time Conference Services Coordinator who will play an imperative role in servicing clients as well as interfacing with staff, lawyers, and vendors on a daily basis. The firm is relocating to 66 Hudson Yards in 2023 where the conference center team will be responsible for managing 80 conference rooms as well as 6 amenity spaces. The Conference Services Coordinator reports to the Conference & Telephone Services Manager and Conference & Telephone Services Supervisor.
RESPONSIBILITIES:
REQUIREMENTS:
Preferred:
Debevoise & Plimpton LLP is an equal opportunity/affirmative action employer. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran or any other legally protected category in accordance with U.S. law.
Conference Services Department
Debevoise & Plimpton LLP is a premier law firm with market-leading practices, a global perspective and strong New York roots. Our clients look to us to bring a distinctively high degree of quality, intensity and creativity to resolve legal challenges effectively and cost efficiently. We believe in hiring talented and dedicated individuals as members of our administrative community. We draw on the strength of our culture and structure to deliver the best of our firm to our lawyers and clients through true collaboration. The firm is seeking a full-time Conference Services Coordinator who will play an imperative role in servicing clients as well as interfacing with staff, lawyers, and vendors on a daily basis. The firm is relocating to 66 Hudson Yards in 2023 where the conference center team will be responsible for managing 80 conference rooms as well as 6 amenity spaces. The Conference Services Coordinator reports to the Conference & Telephone Services Manager and Conference & Telephone Services Supervisor.
RESPONSIBILITIES:
- Email, phone, and direct correspondence with lawyers, staff and firm clients to acquire accurate information regarding meeting requirements and logistics, i.e. catering, audio visual, room setup, transportation, printing, passing messages along and any other special needs.
- Alert attorneys of their guest's arrival.
- Meet, greet, hang coats, and escort guests to their conference room, making them comfortable until their host arrives.
- Physically check assigned meetings daily
- It is the responsibility of the Conference Coordinator assigned to a meetings/events to stay late or come in early if necessary.
- Communicate with attorneys and those planning the meeting/events frequently and days before their scheduled meeting/event to confirm all logistics, and ensure all services are accounted for before their scheduled meeting/event.
- Arrange pre-conference meetings to coordinate details for larger/special events.
- Prepare function reports for regularly scheduled daily/weekly operations meetings.
- Arrange signage, linen, floral and set-up choices for all meetings/events, or upon request
- Communicate and collaboratively plan alongside other firm departments i.e.; catering, facilities, secretarial services, audio visual
- Send out follow-up emails to attorneys and staff requesting feedback of their meeting/event, to ensure that their needs were exceeded.
- Schedule, plan and arrange coverage for Conference Coordinator lunch breaks, vacation, and emergency absences as needed.
- Assist on special ad hoc projects and assignments as requested by the Conference & Telephone Services Manager and Conference & Telephone Services Supervisor.
REQUIREMENTS:
- Bachelor’s Degree in Hospitality or equivalent work experience is highly preferred.
- A minimum of three years of conference planning and hospitality experience.
- Excellent communication skills both written and verbal
- Must be extremely organized, detail oriented and possess effective time management skills.
- Ability to self-motivate, motivate others, be resilient and a strong team player
- High touch approach, customer service focused.
- Strong interpersonal skills with polite, positive manner and ability to interact effectively with a broad range of people in as a professional
- Must be willing to work flexible shifts cover conference center hours and locations including holidays and weekends as needed based on firm need.
- Highly proficient with Microsoft Office Suite (MS Word, Excel, PowerPoint, Outlook).
Preferred:
- Legal conference planning experience is a plus.
- EMS Conference Management System (a plus)
Debevoise & Plimpton LLP is an equal opportunity/affirmative action employer. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran or any other legally protected category in accordance with U.S. law.
Salary : $50,000 - $60,000
