Meeting Support Specialist

Position Overview

The Meeting Support Specialist will provide training room and event space setups and will float between floors to assist Floor Hosts with meeting support and audiovisual services as needed. This role requires strong attention to detail, excellent communication skills, and the ability to anticipate client needs while maintaining a professional and welcoming environment.

Key Responsibilities

• Set up training rooms, conference rooms, and event spaces according to client specifications, room diagrams, and special event requests.
• Move airwalls between training rooms to expand or reduce room size as needed.
• Tape down wires and ensure meeting spaces are safe, organized, and presentation-ready.
• Place training materials and meeting resources on tables as requested.
• Clean up and remove leftover materials after meetings and events.
• Verify that room requirements meet client expectations, including: Lighting, Room temperature, Supplies, Audio visual equipment, Overall room readiness.
• Provide audiovisual support and troubleshoot equipment when needed.
• Ensure additional equipment is returned to designated storage areas and secured appropriately.
• Maintain excellent customer relations by responding to questions and concerns in person, by email, and over the phone.
• Stay informed about in-house activities and scheduled events to provide accurate information and support.
• Monitor meeting room usage, including participant arrivals and departures, no-show reservations, and room occupancy.
• Conduct routine floor tours to ensure all meeting and common areas remain clean, organized, and in optimal condition.
• Anticipate customer needs and provide creative solutions with a focus on first-contact resolution.
• Capture and report customer interactions and service-related data.

Qualifications

• Experience 2–3 years of experience in hospitality, hotel operations, restaurant service, event planning, or a related service industry preferred.
• Experience supporting meetings, events, or client-facing operations is highly desirable.
• Proficiency with Microsoft Office Suite and Google Workspace.
• Experience using and supporting audiovisual equipment.
• Comfortable learning and using workplace technology platforms.

Physical Requirements

• Ability to stand and walk for extended periods throughout the workday.
• Ability to move meeting room equipment and assist with room setups.

What We're Looking For

• Strong customer service and hospitality mindset.
• Professional appearance and demeanor.
• Excellent listening skills and interpersonal communication.
• Ability to interact confidently with professionals at all organizational levels.
• Comfortable working in a fast-paced environment with changing priorities.
• Strong organizational and multitasking abilities.
• Ability to work independently and as part of a team.