Conference Services Assistant

Location

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.

Hours: 8:30am – 5:30pm; flexible to change shift to meet business demands

Main Responsibilities

• 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

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

• 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

Qualifications & Requirements

• 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

Salary Range: $50,000 - $65,000

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.