Conference Services Assistant

About the Role

The Conference Services Assistant role is part of Office Services and supports daily operations of the Conference Centre and all kitchens in the Toronto office. Working closely with the Manager, Conference Services, the assistant ensures efficient, professional, and timely handling of conference area activities and provides backup reception support when needed. Regular hours are 8:30 am to 5:30 pm, with flexibility to adjust shifts for business demands. Key duties include coordinating standard and executive meeting set‑ups for external guests and internal events such as Board of Directors meetings, managing catering requests, invoicing, delivery, and meal set‑up/clean‑up, and assisting Office Services Attendants with catered meetings. The role also oversees daily office lunch planning for over 200 employees, maintains cleanliness of conference rooms and kitchens through inspections, and handles supply ordering, tracking, and vendor invoice processing. Additional responsibilities involve providing backup reception services, greeting and directing visitors, handling coats, luggage, refreshments, and wireless access, managing meeting‑room conflicts, screening phone calls, and logging work orders for minor facilities requests. The assistant must communicate professionally with high‑profile executives and external guests while supporting special events such as filming, photoshoots, and training sessions. • Set up standard and executive meetings, including Board of Directors sessions. • Manage catering logistics: requests, invoicing, delivery, and meal preparation/cleanup. • Coordinate daily office lunches for 200+ staff and resolve meal issues promptly. • Conduct regular inspections of conference rooms and kitchens to ensure readiness. • Order, track, and maintain supplies for kitchens and conference areas; process vendor invoices. • Provide backup reception duties: greet visitors, manage coats/luggage, direct to meeting rooms. • Handle phone screening, message distribution, and logging of minor facilities work orders. • Support special events such as filming, photoshoots, and training sessions.

Key Responsibilities

• ▸meeting setup
• ▸catering logistics
• ▸supply management
• ▸room inspections
• ▸reception support
• ▸event support

What You Bring

Candidates must have at least three years of administrative support experience in a busy corporate environment, strong interpersonal and communication skills, and proficiency in catering coordination and event planning. A post‑secondary education and solid knowledge of Microsoft Office are required. The position offers a salary range of $50,000‑$65,000 and is part of Brookfield’s inclusive, barrier‑free workplace that rejects discrimination, violence, and harassment. • Interact confidently with high‑profile executives and external guests. • Require minimum 3 years of corporate administrative support experience and post‑secondary education. • Demonstrate strong communication, event‑planning, and Microsoft Office proficiency.

Requirements

• ▸microsoft office
• ▸event planning
• ▸admin experience
• ▸post‑secondary
• ▸communication
• ▸executive interaction

Benefits

• Salary range: $50,000‑$65,000 with a commitment to an inclusive, accessible workplace.

Work Environment

Office Full-Time