Conference Services Coordinator

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Date: Jul 23, 2019

Location: New York, NY, US

Company: New York Life Insurance Co

 

A career at New York Life offers many opportunities. To be part of a growing and successful business. To reach your full potential, whatever your specialty. Above all, to make a difference in the world by helping people achieve financial security. It’s a career journey you can be proud of, and you’ll find plenty of support along the way. Our development programs range from skill-building to management training, and we value our diverse and inclusive workplace where all voices can be heard. 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 service, supported by our Foundation. It all adds up to a rewarding career at a company where doing right by our customers is part of who we are, as a mutual company without outside shareholders. 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.

 

The Confernece Center Coordinator ensures the seamless planning and coordination of meetings, conferences and other events within our Confernece Centers.     Coordination of a wide ranges of serves for meetings which have been booked, including Audio Visual and other IT requirements, food and beverage requests, conference room set-ups, signage, etc.  Included delegation of work assignments/tasks to the various teams to ensure department deadlines are achieved.

 

  • Handle meeting room bookings, using the reservation system and focusing on the strategic assignment of meeting space to mazimize utilization
  • Respond to numerous phone calls and emails with new meeting requests and special "add-on" information fo existing meetings
  • Send initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm the current status of the meeting, accuracy of participant counts, the need for special equipment, etc.
  • Communicate with clients before, during and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely fashion.  
  • Communication with clients before 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 memebers of the operation staff so as to obtain first-hand comments on certain complex, ciritcal and/or large scale events
  • Assist in stocking conference rooms with office supplies (pads, pens, pencils, staplers, tape, etc)
  • Communication all relevant internal departments and subcontractors the specific needs of the client, both in advance and during the course of 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

 

Qualifications:

  • 2-4 years of relevant work experience in (Hospitality/Conference Center experience)
  • Associates Degree in Hospitality is preferred
  • Strong communication and problem solving skills

 

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EOE M/F/D/V

 

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