Conference Services Assistant - Toronto, Canada - Brookfield Asset Management

Brookfield Asset Management

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

locations- Toronto, Ontario- time type- Full time- posted on- Posted Today- job requisition id- R Location

Brookfield Place - 181 Bay Street

Brookfield Culture
Brookfield has a unique and dynamic culture. We seek team members who have a longterm 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 backup support to reception when required.
Main Responsibilities
Ability to execute standard and executive meeting setups for external guests or special internal events, such as Board of Directors meetings
Assist with all catering requests, invoicing, coordination for delivery, and meal setup
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 setup and breakdown 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 walkthroughs 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 highprofile 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 customercentric 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 fastpaced 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
Postsecondary 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