Conference Services Assistant

Coordination and execution of 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/clean-up

Assist Office Services Attendants in setting up catered meetings including plateware, food, coffee, and water

Assist 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 arise

Maintain the general cleanliness of conference rooms in coordination with the Office Services Attendants

Facilitate 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 manner

Conduct 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 tables

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

Code and submit vendor invoices for on‑time payment, maintaining tracking systems and initiating follow‑up on any unreceived invoices

Receive and respond to complaints, comments, and enquiries with professionalism

Assist with special event coordination, filming, photoshoots, training sessions

Interface with high-profile executives and external guests confidently and efficiently

Assist with minor facilities requests, such placing and logging work orders for maintenance and changing CO2 tanks

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

Swift and courteous acknowledgement and action of all incoming emails from staff; proactive coordination with staff regarding visitors, meetings, and meeting requests according to boardroom availability

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

Minimum 3 years of experience in an administrative support role in a busy and corporate setting

Strong interpersonal and communication skills

Proficient in catering coordination and event planning strategies

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 is required