Associate, Conference Services Coordinator

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Date: Jul 14, 2022

Location: New York, NY, US

Company: New York Life Insurance Co

 

 

When you join New York Life, you’re joining a company that values career development, collaboration, innovation, and inclusiveness. We want employees to feel proud about being part of a company that is committed to doing the right thing. You’ll have the opportunity to grow your career while developing personally and professionally through various resources and programs. New York Life is a relationship-based company and appreciates how both virtual and in-person interactions support our culture.

 

Description:

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.  

 

Requirements:

  • 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)

 

Major Responsibilities:

  • Handle meeting room & virtual bookings, using the reservation system and focusing on the strategic assignment of meeting space to maximize utilization.
  • Provide meeting room technical expertise to current infrastructure and update as products and technologies evolve.
  • 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.). 

 

Recognized as one of Fortune’s World’s Most Admired Companies, New York Life is committed to improving local communities through a culture of employee giving and volunteerism, supported by the Foundation. We're proud that due to our mutuality, we operate in the best interests of our policy owners. We invite you to bring your talents to New York Life, so we can continue to help families and businesses “Be Good At Life.” To learn more, please visit LinkedIn, our Newsroom and the Careers page of www.NewYorkLife.com.

Job Requisition ID: 86812

 

 

 


Nearest Major Market: Manhattan
Nearest Secondary Market: New York City

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