Requisition Number: 2021-11-04332-0168-001
Job Title: Conference Services Specialist
City: New York
State: NY
Shift: Monday - Friday; 9:30 AM to 5:30 PM
Hours: 35

Simpson Thacher & Bartlett LLP is one of the world’s leading international law firms. The Firm was established in 1884 and has more than 1,000 lawyers. Headquartered in New York with offices in Beijing, Brussels, Hong Kong, Houston, London, Los Angeles, Palo Alto, São Paulo, Tokyo and Washington, D.C., the Firm provides coordinated legal advice and transactional capability to clients around the globe. 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 Specialist

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Description/Job Summary

The Conference Services Specialist assists the Conference Services & Events team with planning and coordinating logistics for internal meetings, conferences and events for the firm. This role also leads and facilitates conference & events software program implementation including providing software training and support for all US offices and London.

Responsibilities/Duties

Conference Software Management

  • Lead facilitation of software programs; provide training and guidance for all firm conference and reception teams
  • Develop and maintain user training materials and knowledge base documentation for troubleshooting purposes
  • Utilize room management software to create queries, reports and notifications
  • Effectively troubleshoot software and user errors; and resolve time sensitive and high-pressure queries
  • Analyze captured data (number of bookings, occupancy, room utilization) for reports and dashboards
  • Identify, assess and recommend new features and improvements to optimize and grow the use of the platform
  • Collaborate with management to build and improve existing or new processes and functions
  • Establish workflows for videoconferencing and hoteling
  • Manage onboarding process for new offices (configuration, training, and launching)
  • Use reporting and analytics to provide information for end-of-year department operational reports
  • Stay abreast of best practices and maintain a  high level of knowledge about conference software platforms, techniques and other related products to support configuration management and improve the quality of service

Conference & Events

  • Serve as liaison to internal clients (i.e. attorneys and professional staff), external clients and outside entities to plan, coordinate and ensure proper execution of all events
  • Maintain a working knowledge of the complex needs of a wide variety of events and services
  • Execute assigned projects independently or part of a collaborative team
  • Coordinate with multiple departments to provide a professional work environment during daily operations and special events
  • Provide hands-on support for virtual, hybrid and in-person events
  • Work overtime or flexible schedule as needed for departmental coverage
  • Perform other duties as assigned

Required Experience

  • 3+ years of relevant conference and events management experience including 1 year of experience coordinating special events and provide strong technical skills
  • General food and beverage knowledge
  • Prior experience managing video meetings and webinars utilizing teleconferencing software programs such as Zoom, Microsoft Teams, GoToMeetings, Webex, BlueJeans, etc.
  • Strong knowledge of room management software configuration and report writing i.e., EMS, RDZ, Condeco or hoteling platforms
  • Proficiency in MS Word, Excel, PowerPoint, Access and Outlook
  • Ability to effectively present information verbally and in writing
  • Client and service-focused mindset, excellent listening skills and the ability to understand and resolve customer issues and interact with individuals of all levels
  • Strong administrative and problem-solving skills
  • Ability to organize, prioritize, plan and multi-task work activities in a high pressure environment
  • Punctual, detail-oriented, dependable and dedicated to achieving excellence
  • Must be able to work collaboratively in a team environment

Preferred Experience

  • Knowledge of Microsoft Outlook Exchange Integration
  • Experience in visitor management or operational (Ops) software
  • On Premise Catering experience

Required Education

  • Associate's degree or 2 years college courses in Hotel, Hospitality, Marketing or Event Planning required

Preferred Education

  • Event & Conference Management  Certification: i.e. CMP, DES, CSEP
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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.