ASSOCIATE, Conference Services Coordinator


Date: Oct 5, 2021

Location: New York, NY, US

Company: New York Life Insurance Co



When you join New York Life Investments, a wholly owned subsidiary of New York Life Insurance Company, you are joining a global investment company with a long history and passion for career development, innovation, collaboration, and diversity, equity and inclusion. We want employees to feel proud about being part of a company that is committed to doing the right thing. Through various resources and programs, you can grow your career while developing personally and professionally.


As a top 25 global asset management firm with more than $600 billion in assets under management, we have an important mission: to help build a better financial future for our clients, our employees, and our communities. We invite you to bring your talents to New York Life Investments, so we can continue to help people achieve their financial aspirations. To learn more, please visit LinkedIn, our Newsroom and the Careers page of




The Conference Services Coordinator ensures the seamless planning and coordination of meetings, conferences and other events booked within Conference Services.  Coordination consists of moderating virtual meetings and on-site meetings.  

  • Superior verbal and written communication skills
  • Speaks with confidence, able to professional articulate instructions to client base
  • Familiarity of virtual platforms like Zoom and Teams
  • Understands in-room Audio Visual (Crestron programming, Polycom, microphones)
  • Bachelor's degree preferred 


Major Responsibilities:

  • Handle meeting room & virtual bookings, using the reservation system and focusing on the strategic assignment of meeting space to maximize utilization. 
  • Virtual event moderator from creation of links, setting up rehearsals and pre-meetings, sharing PPT and video clips.  Acting as host/emcee/producer for presenters/panelists on technical aspects and walking through the Agenda/show flow for presenter transitions. Communication with their co-host to provide a seamless event for the client.
  • Respond to numerous phone calls and emails with new meeting requests and special "add-on" information for existing meetings.
  • Send initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm the status of the meeting, accuracy of participant counts, the need for special equipment.
  • Communicate with clients before, during and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely fashion.  
  • Quickly identify booking conflicts or potential booking conflicts and suggest solutions.
  • Manage all post conference/debrief sessions with client and relevant members of the operation staff to obtain first-hand comments on certain complex, critical and/or large-scale events.
  • Communication all relevant internal departments and subcontractors the specific needs of the client, both in advance and during the meeting.   
  • Ensure meeting rooms are set up correctly, with the proper equipment and amenities, prior to the start of meetings.  
  • Conduct center/room inspections to ensure pristine condition and escalate maintenance issues.
  • Assist in stocking on-site conference rooms with office supplies (pads, pens, pencils, staplers, tape, etc.). 


Please note: During calendar year 2021, employees of Group Benefit Solutions can be considered for open positions within Group Benefit Solutions only. Applications from Group Benefit Solutions employees for open positions within other New York Life businesses are unable to be considered.

Job Requisition ID: 84854






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