Client Services and Events Coordinator

The primary responsibility of the Client Services & Events Coordinator is to consistently provide high‑quality, professional service to internal and external clients. Greets and announces arriving clients and escorts them to their destination within the Firm;Answers and routes incoming calls using the Firm’s telephone system, dispatching calls appropriately and taking messages in accordance with Firm standards;Reserves conference rooms and coordinates all related services, including food and beverage, audiovisual support, facilities, signage, materials, security, floorplans, and secretarial support;Arranges domestic and ground transportation reservations for Partners, employees and clients with various car companies and their affiliates;Maintains familiarity with departmental communications regarding emergency procedures, call‑handling instructions, and Partner preferences;Builds and maintains effective working relationships with internal service departments, including Facilities, IT, Legal Personnel, Human Resources, and Secretarial Services;Efficiently handles numerous phone calls and emails with new booking requests and changes;Communicates directly with clients before, during and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely manner;Provides onsite event support, including preparing name tags and materials, copying and printing, managing coat check, setting out signage and materials, and greeting and directing attendees;Plans and executes offsite events, including site selection, contract negotiation, menu selection, design of invitation, RSVPs, list management, onsite staffing, transportation and follow-up;Ensures all event communications, templates and correspondence adhere to Firm style, tone and professional standards;Assists the New York Events team with project management of larger events, including RSVPs, list management, seating plans, preparation of name badges and support materials, audio visual, onsite staffing, transportation and follow-up and occasional in-person support;Provides ongoing support, including drafting of event communications, organizing data, files, and materials, compiling information, preparing routine and ad-hoc reports and responding to requests for assistance;Assists with event management software (Cvent) projects and updates. Hospitality certification is a plus but not required;Preferably 2+ years of reception, hospitality or event planning experience in a corporate environment;Excellent oral and written communication skills (including reading, writing, clear speaking voice and good listening skills);Strong organizational, project and time management skills;Proficiency in Rendezvous or comparable Booking Software and Cvent event management software;Proficiency in myKastle or comparable Visitor Management Solution;Knowledge of Microsoft Office;Ability to interface and communicate effectively with lawyers, staff and employees of all levels to implement successful events;Excellent organizational and administrative skills with the ability to prioritize and carry out multiple tasks simultaneously;Ability to maintain a consistently pleasant and professional approach, with a willingness to take ownership and responsibility;Works well under pressure and carries out responsibilities with little supervision;Punctual, dependable and dedicated to achieving operational excellence;Discreet, ethical and committed to maintaining a high degree of confidentiality;Creativity, flexibility, and ability to work cross-functionally;Ability to work independently, meet multiple deadlines and respond well to change;Must maintain a professional demeanor;Must be articulate and client service oriented;Customer service mindset with a deep understanding of providing above and beyond service to ensure a memorable experience for all visitors; andAvailability to work overtime, as needed. The hours for this position are 10:30 a.m. to 6:30 p.m., Monday through Friday. The estimated salary range for this position is $60,000 to $70,000 plus overtime.