Administrative Coordinator: Conference and Events Planning

Administrative Coordinator – Conference and Event Planning

Pay Rate: $22.00–$25.00/hour
Employment Type: Full-Time
Location: New York, NY (Midtown)

Key Responsibilities:

Manage all reservations and bookings for conference and event spaces, ensuring accuracy and availability.Conduct daily follow-up calls ("call-arounds") to confirm meeting details and any last-minute adjustments.Coordinate event menus with clients and the food service manager, ensuring alignment with client expectations and operational capabilities.Maintain and update event information in the event management database, ensuring data accuracy and timely updates.Communicate effectively with key operational departments, including Front of House (FOH), Back of House (BOH), and Audio-Visual teams, to ensure seamless event execution.Conduct pre-event checks in all conference rooms to verify Polycom/AV setups and other technical requirements.Ensure Audio Visual equipment is set up according to client standards and specific event needs.Oversee room setups, ensuring layouts and configurations align with the client's specifications and event details.Finalize event planning details with clients and distribute comprehensive information to all relevant departments.Provide business center services upon request, such as printing, copying, and office-related tasks.Run end-of-day reports to track event progress and department performance.Enter guest names into the security system, coordinating visitor access as necessary.Perform additional administrative duties and special projects as assigned.Preferred Qualifications:

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).Minimum of two years of experience in event planning, hospitality, or a related administrative role.Strong proactive approach to anticipate client needs and adapt to changes in business or event requirements.Ability to stay informed about industry trends and share relevant information with the team to enhance service delivery.Exceptional customer service skills, with a focus on professionalism and responsiveness.Ability to maintain a calm and positive demeanor in a fast-paced, high-pressure environment.Pay: $22.00 - $25.00 per hour

Work Location: In person