Job Description

Job Title: Conference Support Specialist

Location: New York, NY

Schedule: Full-Time | Flexible availability required between 6:30 AM – 7:00 PM

Compensation: $28 per hour

Position Summary:

The Meeting Support Specialist is responsible for coordinating conference room operations, meeting logistics, and guest support at one of our premier financial services client sites. This role is critical to ensuring a smooth, high-quality experience for all external visitors and internal teams.

Candidates must be organized, service-driven, and comfortable managing a high volume of scheduling and event support in a fast-paced, professional environment.

Key Responsibilities:

• Manage meeting room reservations, setups, and resets through conference center scheduling systems.
• Greet, escort, and assist guests and clients, ensuring a seamless arrival and meeting experience.
• Partner with building security to register visitors and manage access for external guests.
• Coordinate meeting logistics, including catering orders, IT/AV setup, and special event requests for meetings and conferences for up to 100 individuals.
• Communicate directly with meeting hosts to confirm event details and provide real-time support during meetings.
• Maintain conference room readiness by inspecting rooms and ensuring all supplies and technology are operational.
• Support internal meetings such as new hire orientations, special events, and training sessions.
• Manage and prioritize a high-volume shared email inbox for meeting support requests.
• Track meeting types and usage metrics; prepare usage reports and spreadsheets as needed.
• Collaborate with IT, Facilities, and Operations teams to address technical support needs and service tickets.
• Provide occasional front desk and reception support as needed, maintaining professional demeanor and confidentiality.

Required Skills and Qualifications:

• 2–3 years of prior experience in hospitality, administrative support, event coordination, or meeting services in a corporate setting.
• Proficient in Microsoft Outlook and calendar management; familiarity with conference room scheduling software (EMS, Meeting Room Manager, etc.) preferred.
• Strong communication skills, both written and verbal.
• High attention to detail, with strong organizational and multitasking abilities.
• Comfortable working in a high-volume, fast-paced environment with shifting priorities.
• Professional appearance and demeanor appropriate for a client-facing, high-end corporate environment.
• Experience coordinating with catering vendors, IT teams, and facilities operations preferred.
• Ability to maintain confidentiality and demonstrate discretion with sensitive meetings and VIP guests.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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