Job description
The Meeting and Events Team will be efficient, professional and deliver white glove service to all guests at all times. Service delivery may include but is not limited to warmly greeting all arriving guests, providing a fond farewell, professionally answering all incoming calls, promptly and accurately executing requests, providing local information or directions, providing transportation support when requested, maintaining proficiency in the reservation tool and processes reservations, is knowledgeable of all VIPS's, catering offerings and events of the day.
Key Responsibilities:
- Manage and coordinate executive and departmental programs to execute successful meetings and conferences.
- Greet clients upon reception to direct them to the scheduled meeting room.
- Overlook conference reservations, cancellations, and holding requests through the EMS Scheduling Software.
- Responsible for submitting Audio/Visual, room setup, and catering requests provided by client's feedback.
- Weekly and daily Outlook communication with clients to confirm all attendee counts and requests are satisfactory to their needs.
- Phone reception with clients for any changes or conflicts with specific requests they ask to be provided.
- Sustaining prominent professionalism to change, resolve, or improve reservation requests by the client.
- Daily walk-through prior to scheduled conference centers to confirm Audio/Visual equipment, catering, and room setup is successfully attained.
- Assist with the coordination of events while anticipating project needs, prioritizing work, meeting deadlines with little supervision, and being willing to work evenings as necessary.
- Provide outstanding client service, and is able to build relationships with internal and external clients and vendors.
- Assist in shipping and receiving duties as necessary.
- Serve as liaison with Audio Visual service, catering services and any outside vendors on event-related matters.
- Act as the point of contact for meetings and event planning.
- Overlook conference reservations, cancellations, no-shows and holding requests through scheduling software.
- Schedule and participate in event walkthroughs with the clients and hosts.
- Be knowledgeable of conference center event spaces and event procedures.
- Prepare event floorplans at request.
- Facilitate weekly coordination meetings with contacts from the facilities, audiovisual and security teams. Be able to communicate event details through appropriate business lines.
- Manage event details and bookings within EMS and prepare weekly reports from EMS for various support services groups.
- Work with the catering and audio-visual team to secure rental equipment and furniture for events (if required).
- Prepare weekly reports for facilities/porters to ensure spaces are configured accordingly.
- Keep and maintain records of event details within Rapport files and EMS.
- Update SOPs and other Conference Center documents when required.
- Assist with Meet and Greet service for high-profile guests and clients when needed.
- Conduct walkthroughs of conferencing and event spaces to ensure guest and clients' expectations are met.
- Phone reception for clients and guests that need assistance booking conferencing space.
- Assist with Reserve Space and booking conference rooms for clients.
- Support CIS team with Virtual Sessions; note taking, technical support, slide presenting and music.
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