Conference Associate

Position summary

The Conference Associate ensures the seamless planning and coordination of meetings conferences and other events. The Conference Coordinator serves as the main concierge for all meetings conferences and events and acts as the single escalation point for all vendors and end users.

Job duties

• Coordination of a wide range of services for meetings which have been booked including Audio Visual and other IT requirements food and beverage requests conference room set-ups signage distribution of materials etc.  Includes delegation of work assignments/tasks to the Hospitality Associates to ensure department deadlines are achieved.
• *Quickly identify booking conflicts or potential booking conflicts and suggest solutions.
• *Communicate with clients before during and after their events maintaining a positive relationship and responding to inquiries and requests in a timely manner.
• Produce daily reports of all comprehensive meetings in order to document events and share detailed information with all involved departments.
• *Handle meeting room bookings using the reservation system and focusing on the strategic assignment of meeting space so as to maximize utilization.
• *Send initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm the current status of the meeting the accuracy of participant counts the need for special equipment etc.
• *Manage all post-conference/debrief feedback sessions with the client and relevant members of the operations staff so as to obtain first-hand comments on certain complex critical and/or large scale events.
• Respond to numerous phone calls and emails with new meeting requests and special add-on information for existing meetings.
• Assist in stocking conference rooms with office supplies (pads pens pencils staplers tape etc.)
• Communicate to all relevant internal departments and subcontractors the specific needs of the client both in advance of and during the course of meetings.
• Ensure meeting rooms are set up correctly with the proper equipment and amenities prior to the start of meetings.
• Conduct site inspections to ensure pristine condition and escalate maintenance issues.

Qualifications :

Job qualifications

• High School diploma or equivalent
• Minimum (2) years experience with conference planning experience in a corporate or conference center environment
• Good knowledge of conference center reservation systems  
• Excellent organizational skills with the ability to prioritize tasks and multi-task efficiently. Excellent oral and written communication skills
• Exceptional client service skills to exceed expectations
• Strong computer skills and knowledge of Microsoft Office suite and products (Outlook Excel PowerPoint) Punctual dependable and dedicated to achieving operational excellence
• Discreet ethical and committed to maintaining a high degree of confidentiality
• Maintain a consistently professional approach with a willingness to take ownership and responsibility

Additional Information :

The salary range for this role at the noted RRD location is $23.00-25.00 / hour. Starting pay decisions are determined based on multiple factors including but not limited to relevant education qualifications skills experience certifications proficiency performance shift location and other business needs. Typically roles follow step progressions to a target rate or set increments over time. Depending on the role in addition to the hourly rate of pay the total compensation package may also include overtime shift differential call-in and/or stand-by pay. RRDs benefit offerings include medical dental and vision coverage paid time off disability insurance 401(k) with company match life insurance and other voluntary supplemental insurance coverages plus parental leave adoption assistance tuition assistance and employer/partner discounts.

 
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All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.

RRD is an Equal Opportunity Employer including disability/veterans
 

RRD is an Equal Opportunity Employer including disability/veterans

At RRD we value innovation authenticity and integrity. To uphold the security and fairness of our hiring process we ask that candidates refrain from using AI tools during interviews to ensure an authentic and secure experience. We appreciate your cooperation as we work to maintain a transparent and equitable hiring process.

All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.

Remote Work :

No

Employment Type :

Full-time