Conference Services Assistant
3 months ago
locations- Toronto, Ontario- time type- Full time- posted on- Posted Today- job requisition id- R2032112- Location
Brookfield Place - 181 Bay Street
- Brookfield Culture
- Brookfield has a unique and dynamic culture. We seek team members who have a long-term focus and whose values align with our Attributes of a Brookfield Leader: Entrepreneurial, Collaborative and Disciplined. Brookfield is committed to the development of our people through challenging work assignments and exposure to diverse businesses.
**Job Description**:
- Position Summary
- The Conference Services Assistant plays an integral part in Office Services by supporting the daily operations of the Conference Centre and all kitchens in the Toronto office. The Assistant works in collaboration with the Manager, Conference Services to ensure the day to day operations in the Conference areas are dealt with in an efficient, professional and timely manner. This position also provides back-up support to reception when required.
- Main Responsibilities
- Ability to execute standard and executive meeting set-ups for external guests or special internal events, such as Board of Directors meetings
- Assist with all catering requests, invoicing, coordination for delivery, and meal set-up
- Assist Day Matrons in setting up catered meetings including plateware, food, coffee, and water
- Maintain the general cleanliness of conference rooms in coordination with the Day Matrons
- Constant communications with Conference Services Manager, Receptionists and Day Matrons pertaining to relevant information regarding catering, maintenance, cleaning, etc.
- Review calendar bookings and cross reference with catering requests nightly to strategize set-up and break-down for the next days’ events. Resolve booking conflicts in a timely and accurate fashion
- Check all conference rooms throughout the day to ensure that the resources are always ready for usage, credenzas are cleared, cords/office supplies are neatly stored in their trays in the credenza, chairs are straightened and tucked into the tables
- Assist with coordination of daily office lunch ordering and delivery for 200+ employees
- Maintain all kitchens throughout the office, conduct daily walk-throughs and place service calls if necessary
- Order kitchen and conference room supplies, track all orders and monitor usage
- Process incoming invoices, by coding and tracking in internal systems
- Assist with basic IT requests on the conference floor
- Receive and respond to complaints, comments, and enquiries with professionalism
- Assist with special event coordination, filming, photoshoots
- Interface with high-profile executives and external guests confidently and efficiently
- Other duties as assigned
- Other Duties
- Assist with providing back up support to our Corporate Receptionist with a key focus on the following:
- Greet & welcome all internal and external visitors, clients and corporate executives
- Assist guests with coats, luggage, refreshments, wireless networks, etc.
- Direct all internal and external visitors, clients, and corporate executives to meeting rooms accordingly
- Direct all internal and external visitors, clients, and corporate executives to meeting rooms accordingly
- Proactively manage meeting room conflicts, such as meetings running long or double bookings
- Screen all incoming phone calls and direct to appropriate parties; collect and distribute phone messages in close coordination with Brookfield administrative and executive staff members
- Qualifications & Requirements
- Minimum 3 years of experience in an administrative support role in a busy and corporate setting
- Strong interpersonal and communication skills
- Effective communicator with a customer-centric tone, in both written and verbal communication
- Polished, demonstrating tact, diplomacy, composure, and discretion while maintaining a high degree of professionalism and comfortable working in an executive corporate environment
- Ability to thrive in a fast-paced environment with ambitious goals and multiple priorities
- Juggles multiple projects through inception to completion under time constraints
- Effectively deals with ambiguity and change, while remaining calm; ability to cope with changing priorities and meet deadlines
- Highly motivated; able to work independently and/or as part of team
- Proficient use and knowledge with Microsoft Office tools
- Post-secondary education preferred
- Brookfield is committed to maintaining a Positive Work Environment that is safe and respectful; our shared success depends on it. Accordingly, we do not tolerate workplace discrimination, violence or harassment.
Brookfield is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act. Should you require a Human Rights Code-protected accommodation through any stage of the recruitmen
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