Conference Reservation Coordinator
About The Position
Wilson Sonsini is the premier legal advisor to technology, life sciences, and other growth enterprises worldwide. We represent companies at every stage of development, from entrepreneurial start-ups to multibillion-dollar global corporations, as well as the venture firms, private equity firms, and investment banks that finance and advise them. The firm has approximately 1,100 attorneys in 17 offices: 13 in the U.S., two in China, and two in Europe. Our broad spectrum of practices and entrepreneurial spirit allow exceptional opportunities for professional achievement and career growth. The firm is currently recruiting for a Conference Reservation Coordinator for our New York office. This role is responsible for managing the scheduling and coordination of conference room reservations and meeting support, including technical and hospitality services. This role acts as a liaison between meeting hosts, internal departments (including Facilities, IT and/or Marketing), to ensure that all logistical, audiovisual, and catering needs are met. The ideal candidate brings strong attention to detail, excellent communication skills, and a proactive, service-oriented mindset. This position is available as a fully on-site work schedule.
Requirements
- High school diploma required
- 3+ years of reception experience required, videoconference booking experience is preferred
- Must possess excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers or clients
- Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service
- Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices
- Strong organization, attention to detail and proofreading skills
- Proficiency with a variety of software including MS Office - Word, Excel, Outlook, PowerPoint
Responsibilities
- Reservation & System Management Reserve conference rooms and event spaces using the firm’s room management software
- Utilize firm tools to create necessary links for meetings with video conferencing
- Update meeting/event reservations with all relevant meeting details, including setup and other Facilities related instructions, catering notes, IT needs, VC link information, and attendee lists as needed
- Monitor room availability and resolve scheduling conflicts in a timely and professional manner
- Meeting Coordination & Logistics Understand room capabilities and service options across locations to be able to place requestors in the rooms that best fit their needs
- Contact hosts of all video conferencing (VC) requests, special configuration, or event space reservations to review and confirm specific needs
- Provide and discuss available conference room setup options, confirming the host’s preferred layout and equipment requirements
- Confirm catering needs and coordinate with designated individuals placing catering orders in each office to ensure accurate and timely food and beverage service
- Verify audiovisual requirements and coordinate with the local IT technician to ensure appropriate onsite technical support
- Ensure video conferencing links are accurate and functional for all meetings
- Participate in planning meetings with the Marketing team when they are overseeing an event to ensure seamless coordination
- Assist as needed with confirming room set up is consistent with request details
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
