Conference Services Specialist

About the Role

The Conference Services Specialist provides essential administrative and operational support to keep the office running smoothly each day. This role works with the office services team, including mail distribution, document reproduction, kitchen and conference room services, supply management, and general facilities tasks, while delivering high-quality service to personnel and clients.

Key Responsibilities

• Assist in the coordination and execution of various meetings and events.
• Assist caterers for meetings and events, including communicating and placing orders with vendors.
• Utilize familiarity with office and conference layouts to facilitate meeting logistics.
• Collaborate with other departments, including marketing.
• Maintain and stock conference rooms and visitor offices.
• Set up and break down beverage, coffee, and food arrangements for daily meetings.
• Manage inventory of supplies and maintain kitchen pantries, including coffee machines and other appliances.
• Perform light administrative duties such as scanning, copying, and invoicing.
• Serve as a back-up receptionist by answering and directing calls to appropriate individuals and greeting guests and visitors.
• Ensure confidentiality and accuracy when handling sensitive or privileged materials.
• Maintain organization and cleanliness of common areas, conference rooms, kitchens, supply rooms, and equipment rooms.
• Special projects and additional duties as assigned.

Requirements & Tech Stack

• Strong attention to detail and a high level of accuracy.
• Ability to manage multiple tasks and prioritize effectively.
• Good communication and customer service skills.
• Proficient with office equipment.
• Comfortable using basic computer applications.
• Ability to be on site full-time, Monday - Friday.

Physical Demands

• The employee must be able to perform the essential functions of this job, including typing/using a keyboard and writing by hand.
• The employee is regularly required to talk or hear.
• Specific vision abilities required by this job include close and distance vision, color vision, and the ability to adjust focus.
• Ability to lift boxes or supplies up to 25 lbs.