Location: New York, NY
Schedule: Monday–Friday, 12:00 PM–8:00 PM
Pay: Up to $28.84/hour
Position Overview
We are seeking a polished, professional, and service-oriented Conference Support Specialist to provide exceptional support to clients, visitors, attorneys, and internal staff within a professional office environment. This position will be responsible for coordinating conference rooms, greeting visitors, managing meeting logistics, handling incoming calls, and ensuring conference spaces are properly prepared.
Responsibilities
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Greet clients and visitors in a courteous and professional manner.
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Print visitor badges, announce arrivals, and direct guests to conference rooms or offices.
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Answer incoming calls promptly and professionally and route calls as appropriate.
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Coordinate conference calls and provide confirmation details to meeting hosts.
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Manage conference and meeting room reservations.
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Confirm meeting details and follow up with hosts to ensure all arrangements are accurate.
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Coordinate meeting requests with internal departments, including Food Service, Maintenance, and Media/AV teams.
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Conduct conference room checks before meetings to ensure rooms are properly set up with necessary equipment and amenities.
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Tidy and reset conference rooms following meetings and check for documents or belongings.
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Communicate professionally with attorneys, staff, clients, vendors, and other stakeholders.
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Assist with additional conference services and administrative responsibilities as needed.
Qualifications
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High school diploma or equivalent required; some college coursework preferred.
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3–5 years of experience in reception, hotel concierge, airline, hospitality, corporate client services, or a similar customer-facing environment.
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Previous law firm or professional services experience is a plus.
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Excellent verbal and written communication skills.
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Strong customer service skills with a polished and professional demeanor.
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Excellent organizational, time management, and prioritization abilities.
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Strong attention to detail and ability to manage multiple requests simultaneously.
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Ability to work both independently and collaboratively as part of a team.
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Proficiency with Microsoft Outlook, Word, and Excel.
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Familiarity with audio/visual equipment preferred.
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Experience operating a switchboard or multi-line phone system is a plus.
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Ability to occasionally lift approximately 20–30 pounds.
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Flexibility for occasional overtime, evening, weekend, holiday, or rotating on-call coverage as needed.
Additional Requirements
Candidates must maintain a professional, neat, and well-groomed appearance and follow established workplace attire or uniform guidelines. This position also requires discretion when handling confidential firm and client information and adherence to information security and privacy procedures.
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How to apply.
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