RTH - Meeting Support Specialist

The Conference Center Coordinator will work closely with various teams for one of Forrest Solution's premier clients in the Financial Industry to ensure the onsite external guest conference center experience is a white-glove, 5-star, personalized experience. They will be an ambassador for our client by ensuring guests receive the best representation of what they will experience when meeting with the company. We are looking for a high-energy, dynamic, hospitality & service-focused experienced individual who excels in high-volume, fast-paced corporate settings with a high-end clientele.

Shift: Monday-Friday

Hours: 8 am-5pm

Pay: $26-$28

JOB RESPONSIBILITIES / ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Provide a memorable and welcoming hospitality experience for all guests & clients.

• Engage in meaningful conversations with guests, actively listening to their needs and preferences to provide personalized recommendations and assistance.

• Manages the conference rooms ' reservations and set-ups for different teams.

• Works with the NY campus to ensure guests are registered for their meetings in the lobby and they have a smooth arrival experience.

• Communicates directly with Meeting Hosts and keeps meetings on track.

• Supports the organization and set up of new hire orientation and other internal/special events

• Escorts guests & clients to their meetings while providing them with wayfinding to key locations in the conference center

• Works closely with IT to ensure technology is prepped for meetings/events, including Zoom & Presentation Technology.

• Manages inventory of supplies used in meetings

• Provides Front Desk/Reception Services when needed.

• Escorts VIP and confidential clients/guests when needed, understanding compliance & discretion.

• Managing a high-volume email inbox for requests, potentially supporting multiple office locations.

• Check meeting rooms to ensure they are ready for use

• Confirm all meetings in advance according to firm guidelines

• Participate in daily and/or weekly department meetings to review the meeting schedule

• Run daily reports to provide metrics on meeting usage data

• Track required meeting categories on a spreadsheet (e.g., internal, external, space lend, event)

• Coordinate scheduling and catering for all conference rooms

• Coordinate meeting logistics with internal and external clients, including conducting walk-throughs of event spaces as needed

• Communicate professionally via email, telephone, and Slack with firm staff, clients, vendors, etc.

• Work with catering vendors to create menus and place orders for meetings and events

• Capture all meeting data in the firm's scheduling software, such as the Event Management System or Meeting Room Manager

• Work cross-functionally with IT, Facilities, Operations, and other internal teams to ensure all meeting details are confirmed, as well as verify any required maintenance/repairs via ServiceNow

• Work with building security to register outside meeting visitors for entry

• Supports any additional requests as needed by the client within reason.

COMPETENCIES

• Client first mentality with hospitality/service forward mindset

• Demonstrates accuracy and attention to detail

• Detail-oriented with the ability to multitask and work in a fast-paced,high-energyy environment where priorities are constantly changing

• Solid decision-making skills within the scope of the position

• Ability to meet deadlines and work under pressure

• Good verbal and written communication skills

• Ability to use technology

• Prioritizing, flexibility, and adaptability

JOB REQUIREMENTS

• Flexible schedule to support potential overtime when requested: hours of operation 6:30 am -7 pmm (may extend due to early or late events)

• Preferred experience in Event Management, Meeting Room Facili,ty or Conference Center Support

• College degree preferred or relevant job experience

• 2-3 years prior Hospitality/Administrative experience required, ideally in a corporate setting

• Proficient in Outlook and Calendar scheduling as well as Event Management Software; preferred experience in meeting & conference room event management

• High Energy, White Glove Hospitality Mindset & Demeanor

• Ability multitaskask and meet deadlines as well as work with different vendors

• Great time management skills

• Able to maintain uniform and grooming standards appropriate to a corporate setting

• Able to effectively communicate in a written and oral manner; will require t writing sample.

• Team player who can keep a positive attitude, motivate peers, and build relationships

• Ability to maintain confidentiality and security of any client information

• Ability to understand client inquiries and provide effective responses

Internal candidates only: The compensation outlined is applicable for candidates that are fully qualified for the role based on their education and experience. If Forrest Solutions selects an internal candidate that does not meet the full requirements of the role; the position structure, title, and compensation may be adjusted accordingly.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.