Conference Services and Events Coordinator NEW

New York, New York
kay search group
Job Description Job Description

Position: Conference & Client Events Coordinator

Location: New York, NY

Company: Prestigious AM100 Law Firm,

Compensation: Salary up to $70K, paid overtime, bonus eligibility, comprehensive benefits package, PTO, 401(k), and additional firm-sponsored perks

Overview – Conference & Client Events Coordinator

A prestigious AM100 law firm is seeking a polished and service-oriented Conference & Client Events Coordinator to support high-level meetings, client programs, and executive events within its New York office. This highly visible role sits at the center of firm operations and plays a critical part in delivering a seamless hospitality and event experience for attorneys, clients, and distinguished guests.

The ideal candidate thrives in a fast-paced professional environment and brings strong organizational skills, attention to detail, and a proactive approach to client service. This opportunity is ideal for an individual who enjoys coordinating sophisticated events, managing logistics, and serving as a key resource in maintaining the firm’s exceptional standards of professionalism and hospitality.

Key Responsibilities – Conference & Client Events Coordinator

• Serve as a primary point of contact for conference room operations, visitors, attorneys, clients, and internal event stakeholders
• Coordinate end-to-end meeting and event logistics, including room scheduling, catering coordination, audiovisual setup, event materials, signage, and seating arrangements
• Manage reservations, scheduling requests, and event details through Rendezvous booking software and related internal systems
• Provide on-site event support by greeting guests, overseeing meeting execution, troubleshooting logistical issues, and ensuring a polished client experience
• Partner with attorneys, administrative teams, vendors, and clients to confirm event specifications and ensure successful execution of meetings and firm events
• Maintain accurate event records, floorplans, layouts, and operational documentation using Visio and internal event management tools
• Coordinate conference room readiness, ensuring spaces are properly prepared and aligned with firm standards prior to meetings and events
• Support firm-sponsored receptions, client programs, executive meetings, and internal events in a professional and detail-oriented manner
• Assist with reporting, inventory coordination, and operational projects related to conference services and hospitality functions
• Respond quickly and professionally to last-minute changes and high-priority requests within a fast-paced environment

Qualifications – Conference & Client Events Coordinator

• High school diploma required; Bachelor’s degree strongly preferred
• Minimum of 3 years of experience in corporate hospitality, conference services, reception, event coordination, or a comparable client-facing environment
• Strong communication, organizational, and customer service skills with a polished and professional demeanor
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel
• Ability to multitask, prioritize responsibilities, and perform effectively in a fast-paced, high-expectation professional setting
• Strong attention to detail with the ability to anticipate needs and deliver exceptional client service
• Dependable, discreet, and capable of handling sensitive or high-profile situations with professionalism
• Collaborative mindset with the flexibility to support evolving operational and event-related needs