Conference Reservation Coordinator

Wilson Sonsini is the premier legal advisor to technology, life sciences, and other growth enterprises worldwide. We represent companies at every stage of development, from entrepreneurial start-ups to multibillion-dollar global corporations, as well as the venture firms, private equity firms, and investment banks that finance and advise them. The firm has approximately 1,100 attorneys in 17 offices: 13 in the U.S., two in China, and two in Europe. Our broad spectrum of practices and entrepreneurial spirit allow our staff exceptional opportunities for professional achievement and career growth. The firm is currently recruiting for a Conference Reservation Coordinator for our Palo Alto office. This role is responsible for managing the scheduling and coordination of conference room reservations and meeting support, including technical and hospitality services. This role acts as a liaison between meeting hosts, internal departments (including Facilities, IT and/or Marketing), to ensure that all logistical, audiovisual, and catering needs are met. The ideal candidate brings strong attention to detail, excellent communication skills, and a proactive, service-oriented mindset. Responsibilities: Reservation & System Management Reserve conference rooms and event spaces using the firm's room management software Utilize firm tools to create necessary links for meetings with video conferencing Update meeting/event reservations with all relevant meeting details, including setup and other Facilities related instructions, catering notes, IT needs, VC link information, and attendee lists as needed Monitor room availability and resolve scheduling conflicts in a timely and professional manner Meeting Coordination & Logistics Understand room capabilities and service options across locations to be able to place requestors in the rooms that best fit their needs Contact hosts of all video conferencing (VC) requests, special configuration, or event space reservations to review and confirm specific needs Provide and discuss available conference room setup options, confirming the host's preferred layout and equipment requirements Confirm catering needs and coordinate with designated individuals placing catering orders in each office to ensure accurate and timely food and beverage service Verify audiovisual requirements and coordinate with the local IT technician to ensure appropriate onsite technical support Ensure video conferencing links are accurate and functional for all meetings Participate in planning meetings with the Marketing team when they are overseeing an event to ensure seamless coordination Assist as needed with confirming room set up is consistent with request details Qualifications: High school diploma required 3+ years of reception experience required, videoconference booking experience is preferred Must possess excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers or clients Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices Strong organization, attention to detail and proofreading skills Proficiency with a variety of software including MS Office - Word, Excel, Outlook, PowerPoint The primary location for this job posting is in Palo Alto. The actual base pay offered will depend upon a variety of factors, including but not limited to the selected candidate's qualifications, years of relevant experience, level of education, professional certifications and licenses, and work location. The anticipated pay range for this position is as follows: $29.83 - $40.36 per hour. The compensation for this position may include overtime and a discretionary year-end merit bonus based on performance. We offer a highly competitive salary and benefits package. Benefits information can be found here. Equal Opportunity Employer (EOE). careers.wsgr.com Wilson Sonsini is the premier legal advisor to technology, life sciences, and growth enterprises worldwide, as well as the venture firms, private equity firms, and investment banks that finance them. We represent more than 300 public enterprises and 3,000 private companies in a wide range of today's cutting-edge industries, from AI and fintech to life sciences and mobility. For more than 60 years, our attorneys and professional staff have created a unique working environment. With deep roots in the fast-paced and innovative world of Silicon Valley, the firm fosters an entrepreneurial spirit and team-oriented approach for all employees, providing professional and personal development opportunities and encouraging all departments to promote a stable and optimal work/life balance. Wilson Sonsini is committed to creating a diverse and inclusive workforce globally. We have built a culture in which employees of all backgrounds, viewpoints, and experiences are encouraged and empowered to achieve their maximum potential. Our firm is consistently recognized among the top law firms in annual diversity rankings. For example, Wilson Sonsini ranked No. 2 among firms with more than 600 attorneys in Law360's 2023 Diversity Snapshot. Additionally, in 2024, for the sixth consecutive year, Wilson Sonsini achieved Mansfield Plus Certification, and in 2023, for the fourth consecutive year, the firm achieved a top score of 100 on the Human Rights Campaign Foundation's Corporate Equality Index. We are also dedicated to enhancing the communities in which we live and work by providing legal services, financial support, and volunteer services to worthy agencies and individuals in need. In 2023, Wilson Sonsini attorneys and staff provided more than 95,000 pro bono hours. and participated in more than 140 community service projects. The Wilson Sonsini Foundation contributed nearly $2 million to almost 120 law-related organizations and nearly 160 community organizations in 2023. Wilson Sonsini has 17 offices in 17 technology and business hubs worldwide. 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