Conference Center Coordinator

At Fried Frank, we’re a community of 800 lawyers and 500 business services professionals across New York, Washington, DC, London, Frankfurt, and Brussels. We advise leading corporations, investment funds, and financial institutions on high-stakes M&A, securities, regulatory matters, real estate, and litigation. Our culture is grounded in our core values — excellence, integrity and collaboration — and is designed to foster continuous learning, meaningful mentorship, and lasting professional growth. We are firmly committed to pro bono service and social justice, building on a proud legacy in civil rights. Our inclusive talent strategy is a core part of our broader talent management efforts and we remain steadfast in fostering a workplace where everyone has the opportunity to grow, thrive, and become their best professional and personal selves. Our business services professionals are integral to the firm’s success, driving innovation, operational excellence and exceptional client service across all areas of the firm. We offer competitive compensation and a comprehensive benefits package, including comprehensive medical coverage, retirement plans and health and wellness initiatives designed to support your personal and professional wellbeing. We welcome passionate, driven individuals to join us, and be part of a team where you’ll be supported, inspired and empowered to build an exceptional career.

Position Summary:

Provides clerical, secretarial and administrative support to attorneys and clients at the Firm's Midtown Conference facility located at 535 Madison Avenue. Schedules and maintains record of conference room bookings. Works closely with the Audio/Visual Team to handle room set-ups, A/V needs and any special requests. Monitors daily operations and ensure that all services provided meet the attorneys and clients' needs and that all meetings/events are run efficiently to provide high-level client service. Reports directly to the Manager of the Midtown Conference Center. Interacts regularly with Partners, Associates, Legal assistants, Clients and the Facilities Coordinator at the conference facility, as well as with Business Services professionals in the main office.

Duties & Responsibilities:

• Meets and greets attorneys and clients in a professional, friendly, and hospitable manner. Provides guidance and information to attorneys and clients.
• Primary point of contact for all users, coordinating events of all types from start to finish, while keeping the clients and operation in mind by maximizing space.
• Professionally responds to all incoming calls. Ensures phone calls are appropriately redirected. Coordinates conference calls as requested.
• Provides clerical, secretarial and administrative support to attorneys, legal assistants and clients, (e.g., types and proofreads correspondence, memos, reports and other documents as requested, photocopies, faxes, and files, etc.).
• Operates the computer, scanning/duplicating machines.
• Lead planning and coordination of all services related to in-office meetings and special events in the conference center, including social functions, departmental meetings, and client's use of our space. Collaborates with the Facilities Coordinator and Manager regarding conference setups during the day.
• Ensures all conference rooms are properly cleaned, reset, and fully prepared for the next day's use by the end of their shift.
• Provides support to A/V and IT Teams for set ups of A/V calls and presentations.
• Responsible for supervising all requirements including menus, visitor management, deliveries and security.
• Collaborate with departments, (i.e., Finance, Operations/Facilities, and Information Systems) to develop and maintain protocols for follow-through on requests.
• Establishes and maintain relations across all internal departments and outside vendors, communicating details to appropriate parties and managing client expectations.
• Assist the Event and Marketing teams in jointly planning and executing in-
• office seminars, internal client meetings, seminars and training events.
• Make travel arrangements when requested. Orders car service as needed for attorneys and clients.
• Review vendor bills for accuracy and forwards approved bills with the appropriate client/matter charges where applicable through Chrome River for payment.
• Arrange for special delivery of items as requested, (e.g., by hand, federal express, courier, etc.) Transports materials (boxes, etc.), to/from the building.
• Keeps the Manager of the Midtown Conference Center promptly and fully informed of sensitive issues and problems that may arise.
• A willingness to work a varied schedule that will include early mornings and late evenings to support calendared affairs.
• Performs other related duties, as required.

Qualifications:

Ability to communicate effectively with attorneys, professional level staff, and peers. Excellent verbal, written, spelling and grammar skills. Acts in a professional manner and maintains a professional appearance at all times. Acts with a high degree of integrity. Ability to work independently and with a minimum amount of supervision. Ability to multi-task and effectively handle and prioritize multiple assignments. Ability to work under pressure with interruptions and meet tight deadlines. Exercises good judgment and high degree of accuracy. Carefully proofs own work. Must be resourceful, detail oriented, organized, able to problem solve and customer service driven. Must possess excellent telephone etiquette. Takes initiative, is dependable and takes pride in work.

Attendance: All positions require punctuality and regular attendance.

Technical Skills: Proficiency with various software programs is a plus, but will train: Word, Excel, Outlook, Rendezvous, HUB Portal.

Physical Requirements: The physical demands are activities that will be required to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.