Requisition Number: 2021-07-04174-0168-002
Job Title: Conference Services Assistant
City: New York
State: NY
Shift: Monday-Friday; 11:00 am - 8:00 pm
Hours: 40

Simpson Thacher & Bartlett LLP is a leading global law firm with offices in New York, Beijing, Hong Kong, Houston, London, Los Angeles, Palo Alto, São Paulo, Tokyo and Washington, D.C. Established in 1884, the Firm currently has more than 850 lawyers. On a world-wide basis, the Firm provides coordinated legal advice on the largest and most complex corporate transactions and litigation matters in industries which include financial services, insurance, power and natural resources, consumer products, services, technology, telecommunications, media, pharmaceuticals and healthcare industries. Cross-border finance, banking and bank regulation, mergers and acquisitions, securities issuance and regulation, project and asset based finance, real estate, asset management, joint ventures, taxation, litigation and dispute resolution are important aspects of the Firm’s practice.

Conference Services Assistant

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Description/Job Summary

The Conference Services Assistant is responsible for communicating service details and coordinating daily scheduled meetings and events.

Responsibilities/Duties

  • Submit daily reports for arrivals to lobby security
  • Assist with early guest arrivals
  • Work with Firm departments to ensure all rooms are ready for business each day
  • Verify conference room documents and materials
  • Prepare daily catering report and verify services with the F+B Manager
  • Oversee standard conference room materials and supply rooms on conference floors
  •  Respond to conference requests and create/update/cancel reservations via scheduling software
  •  Identify time-sensitive conference needs and communicate requests to the appropriate departments
  • Provide interdepartmental information and support for conference calls, video conference, webcast set ups, staffing and maintenance
  • Anticipate long term reservation end times and clean up to insure meeting-ready rooms
  • Monitor conference rooms for overall appearance, cleanliness and correct configurations
  • Guide and support level-one reservations
  • Generate weekly video reports and collaborate with branch offices to ensure proper scheduling
  • Reconcile monthly reservation data for accuracy and finance totals
  • Prepare various sales and occupancy reports as directed
  • Provide research on vendors, venues and special service requests as needed
  • Assist with coordinating in-house and off-site special events as requested
  • Organize off-premise catering services as requested
  • Perform other duties as assigned

Required Skills


  • 2 to 4 years of office administrative experience required
  • Working knowledge of established conference services practices and general food and beverage knowledge
  • Experience with Zoom or other cloud based video conferencing software
  • Proficiency in MS Word, PowerPoint and Excel preferred
  • Ability to effectively present information verbally and in writing
  • Excellent listening, interpersonal and customer service skills; polite and professional communications with vendors, departments, co-workers, clients, attorneys, etc.
  • Knowledge of audio visual basics
  • Can organize, prioritize, plan and multi-task work activities in a high pressure environment
  • Punctual, detail-oriented, dependable and dedicated to achieving excellence
  • Flexibility to work extended hours if needed


Preferred Experience


  • Experience in a law firm or professional services firm
  • Basic graphic design capabilities and familiarity with available tools in the marketplace (e.g., Canva, Adobe InDesign, etc.)
  • Experience with Google Workspace
  • Knowledge of finance and budget basics
  • Experience with EMS (event management systems)
  • Knowledge of wine, spirits and/or international culinary
  • Some catering skills preferred

Required Qualifications

  • High School Diploma or GED equivalent required

Preferred Qualifications

  • N/A
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Simpson Thacher & Bartlett is committed to a collegial work environment in which all individuals are treated with respect and dignity. The Firm prohibits discrimination or harassment based upon race, color, religion, gender, age, national origin, citizenship status, disability, marital or partnership status, sexual orientation, protected veteran’s status or any other legally protected status. “Gender” includes actual or perceived sex, a person’s gender identity, self-image, appearance, behavior or expression, whether or not that gender identity, self-image, appearance, behavior or expression is different from that traditionally associated with the legal sex assigned to that person at birth. This Policy pertains to every aspect of an individual’s relationship with the Firm, including but not limited to recruitment, hiring, compensation, benefits, training and development, promotion, transfer, discipline, termination, and all other privileges, terms and conditions of employment.