Conference Services Coordinator

THE FIRM

At Alston & Bird, an international law firm, we take pride in our work through impactful communication, collaboration, and community involvement. Our company culture has been recognized for Fortune magazine’s “100 Best Companies to Work For©” for 25 years in a row. This accolade, along with many others, fosters a continuous drive for innovation and professional development amongst our employees. Here at Alston & Bird, we have built a foundation of trust, consistency, and humanity that contributes to our overall success.

JOB DESCRIPTION

The Conference Services Coordinator must be organized, efficient in their work, able to manage conflicting priorities with ease, and make high level decisions with little oversight. This person keeps calm under pressure and remains in control of unexpected situations. You will efficiently coordinate between the CS & GSS team to coordinate for events and meetings by being professional, caring, resourceful and motivated. You will work in tandem with the Conference Services manager for planning of events with hosts/internal stakeholders, coordinate and communicate the following logistics: food & beverage, multi-media, receptionists and security. A Conference Services Junior Coordinator is required to become ServSafe certified in both Food Safety and Alcohol Service in accordance with state law.

RESPONSIBILITIES INCLUDE, BUT NOT LIMITED TO

• ​Act as a liaison between the CS Manager and CS & Guest Services/Reception teams to convey instructions and SOPs.
• Maintain conference space, kitchens, break rooms and visiting attorney offices in a neat, clean and orderly manner in accordance with the established firmwide Return to Inventory (RTI) procedures documented on the department’s ABnet Private Site. This includes custodial tasks.
• Create documentation for assigned events including specification documents, conference reports, agendas, budgets, attendee materials, nametags, signage, food labels, etc. 
• Work with Multi-Media to curate the content/splash screens for each event, as well as written coordination of on-site event logistics so that the IT team can execute to specification.
• Responsible for confirming special event details and logistics, including post event follow up with event hosts.
• Serve as a point person for the Lunch-In program; researching new restaurant/catering partners, keeping up with food trends and updating the internal options presented for purchase, coordination of ordering, reconciliation of payroll deductions.
• Develop relationships with caterers and prospect new caterers and other relevant suppliers.
• Prepare and processing invoices, bills, and expense reports.
• Work in an EMS on-line reservation environment.  Responsible for entering all pertinent information into EMS for on-site office events.
• Coordinate with Conference Services peers in other firm offices as needed
• Perform other related duties in the Conference Services Department as assigned by supervisors.

SKILLS NEEDED TO BE SUCCESSFUL

Organizational and Task Management

• Ability to organize work in a manner that facilitates timely and efficient completion of assigned tasks.
• Ability to discern and reconcile competing priorities, manage multiple tasks or assignments, and complete assignments within established deadlines.
• Ability to learn rapidly and adapt quickly to changing situations with minimal planning/information. 
• Ability to maintain required ServSafe Certification(s) associated with food service.
• Proficiency with firm issued mobile device, to be utilized during workday and on person, functioning at all times while in office.  
• Ability to resolve issues quickly and efficiently without disrupting client progress.

Communication and Listening Skills

• Strong command of the English language, both verbal and written.
• Ability to communicate Firm, Administrative Support Services, and Conference Center Standards outlined in the Firm Manual and ABnet Private Site to colleagues, clients and other individuals. 
• Ability to effectively utilize verbal and written communication with colleagues, clients, and other individuals.
• Ability to clearly and accurately convey information in a professional and respectful tone with colleagues, clients, and others.
• Ability to share ideas and feedback and opinions in a constructive and professional manner.
• Ability to listen and be open to learn from other people’s advice and observations.

Performance Standards

• Brand Image – Maintain a positive perspective about Alston & Bird, your work responsibilities, and the competencies of the Conference Services department in both good and challenging times.
• Event Service Standards – Understand and execute Alston & Bird Event Service at on and off-site events.
• Sustainability Standards – Support established firm practices. 

EDUCATION & EXPERIENCE

Required:

• Bachelor’s degree (degree in Marketing, Business, Communications, Events Management or Hospitality preferred) or 5 or more years of experience in the hospitality industry.
• Proficiency in a range of computer software applications, databases, MS-Word, MS-Excel, and MS-PowerPoint; familiarity with MS Teams, Zoom, Vuture, Cvent, Social Tables and InterAction a plus.
• Excellent written and oral communication skills. 
• Positive interpersonal and customer service skills. 
• Basic experience with audio visual equipment.
• ServSafe certification in Food Safety in accordance with state law
• Prior leadership roles
• Flexibility to work additional hours, early mornings, evenings and weekends as necessary. 

Preferred:

• Previous experience with on-line reservations software is relevant.

The salary range for this position is $55,000 - $75,000 and represents the Firm's good faith minimum and maximum range for this role at this time of posting. The actual compensation offered to a candidate will be dependent on a variety of factors including, but not limited to, the candidate's experience, qualifications, and locations. This range is specific to our New York City office and may not be applicable to other locations.

EQUAL OPPORTUNITY EMPLOYER

Alston & Bird LLP is an Equal Opportunity Employer does not discriminate on the bases of any status protected under federal, state, or local law. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law on the basis of race, color, religion, sex, age, sexual orientation, gender identity and/or expression, national origin, veteran status or disability in relation to our recruiting, hiring, and promoting practices.

The statements contained in this position description are not necessarily all-inclusive, additional duties and responsibilities may be assigned and requirements may vary from time to time.

Professional business references and a background check will be required for all final applicants selected for a position.

If you need assistance or an accommodation due to a disability you may contact us at garett.bechdolt@alston.com.

Alston & Bird is not currently accepting resumes from agencies for this position. If you are a recruiter, search firm, or employment agency, you will not be compensated in any way for your referral of a candidate even if Alston & Bird hires the candidate. 

Salary : $55,000 - $75,000