Conference Services Assistant

Job Description Position SummaryThe 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.Hours: 8:30am – 5:30pm; flexible to change shift to meet business demandsMain ResponsibilitiesCoordination and execution of standard and executive meeting set-ups for external guests or special internal events, such as Board of Directors meetingsAssist with all catering requests, invoicing, coordination for delivery, and meal set-up/clean-upAssist Office Services Attendants in setting up catered meetings including plateware, food, coffee, and waterAssist with coordination of daily office lunch planning, ordering and delivery for 200+ employees, ensuring timely service and quickly resolving any meal‑related issues as they ariseMaintain the general cleanliness of conference rooms in coordination with the Office Services AttendantsFacilitate seamless communication with Conference Services Manager, Receptionists and Office Services Attendants 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. Identify and resolve scheduling conflicts in a timely and accurate mannerConduct regular inspections of the Conference Rooms throughout the day to ensure that the resources and equipment are ready for use. Credenzas are cleared, cords/office supplies are neatly stored in their designated trays, chairs are straightened and tucked into the tablesMaintain all kitchens throughout the office, conduct daily walk-throughs and place service calls if necessaryOrder kitchen and conference room supplies, track all orders and monitor usageCode and submit vendor invoices for on‑time payment, maintaining tracking systems and initiating follow‑up on any unreceived invoicesReceive and respond to complaints, comments, and enquiries with professionalismAssist with special event coordination, filming, photoshoots, training sessionsInterface with high-profile executives and external guests confidently and efficientlyAssist with minor facilities requests, such placing and logging work orders for maintenance and changing CO2 tanksOther DutiesAssist 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 executivesAssist guests with coats, luggage, refreshments, wireless networks, etc.Direct all internal and external visitors, clients, and corporate executives to meeting rooms accordinglySwift and courteous acknowledgement and action of all incoming emails from staff; proactive coordination with staff regarding visitors, meetings, and meeting requests according to boardroom availabilityDirect all internal and external visitors, clients, and corporate executives to meeting rooms accordinglyProactively manage meeting room conflicts, such as meetings running long or double bookingsScreen all incoming phone calls and direct to appropriate parties; collect and distribute phone messages in close coordination with Brookfield administrative and executive staff membersQualifications & RequirementsMinimum 3 years of experience in an administrative support role in a busy and corporate settingStrong interpersonal and communication skillsProficient in catering coordination and event planning strategiesEffective communicator with a customer-centric tone, in both written and verbal communicationPolished, demonstrating tact, diplomacy, composure, and discretion while maintaining a high degree of professionalism and comfortable working in an executive corporate environmentAbility to thrive in a fast-paced environment with ambitious goals and multiple prioritiesJuggles multiple projects through inception to completion under time constraintsEffectively deals with ambiguity and change, while remaining calm; ability to cope with changing priorities and meet deadlinesHighly motivated; able to work independently and/or as part of teamProficient use and knowledge with Microsoft Office tools Post-secondary education is requiredSalary Range: $50,000 - $65,000