Our client, a multinational law firm, is seeking a Conference Administrative / Event Coordinator to support their team in San Francisco!
Client Events & Meetings Coordination :
- Planning and Execution : Work closely with Office Services Manager and Conference Center Specialists to plan and execute client events / meetings according to Firm standards.
- On-Site Support : Provide on-site support as needed, including weekends and evenings. Organize Town Hall meetings and ensure details are communicated to relevant departments.
- Pre-Meeting Checks : Ensure meeting rooms are set up correctly with food and beverage services. Address last-minute issues during large meetings and events.
- Record Keeping : Maintain organized records of all events using Accruent software. Develop floorplans for Town Hall events.
- Communication : Participate in weekly meetings to discuss upcoming meetings and events. Send reports to departments regarding upcoming events and other details.
Backup for Conference Center Specialists :
- Coverage : Serve as primary backup for Conference Specialists during their absence. Cover Reception duties such as answering phones, booking rooms, responding to inquiries, and problem-solving.
- Learning Role : Learn all aspects of the Conference Center to provide full support to the team.
Conference Center Greeting :
- Professionalism : Ensure visitors receive a professional greeting. Maintain high standards of grooming and communication.
- Connecting Visitors : Connect visitors with appropriate personnel, locate information as needed, and recommend solutions.
- Knowledge of Personnel : Use knowledge of Firm personnel to greet by name San Francisco Office partners and management.
- Event Organization : Act as primary contact for office guests. Organize and execute Town Hall events, developing positive relationships with clients and vendors.
Conference Center Knowledge :
- Firm Procedures : Maintain thorough knowledge of Firm procedures to answer questions and resolve issues.
- Client Trust : Build trust with clients by resolving routine and non-routine questions related to the Conference Center.
- Information Retrieval : Use available research tools to locate information for clients and personnel.
Conference Center Maintenance :
- Cleanliness : Ensure Conference Center areas are clean and professional.
- Deliveries : Quickly remove deliveries from the reception area.
- Room Monitoring : Monitor conference room and visitor needs throughout the day, providing assistance as needed.
Technology Support :
- Technical Assistance : Provide first-level assistance on Conference Center technology, including troubleshooting and coordination with Technology Services.
- Utilities Support : Support Conference Center utilities such as lights, audio-visual equipment, and HVAC.
- Software Knowledge : Maintain knowledge of relevant Conference Center software.
- Internet Research : Use Internet research to solve visitor and personnel needs
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