Conference Services Assistant

Children's Healthcare of Atlanta•Atlanta, GA

2d•Onsite

About The Position

Provides comprehensive support for system meetings and events by processing reservations, assisting guests at the help desks, and supporting document processing and wayfinding needs. This role includes setting up and breaking down meeting and event spaces, moving furniture and equipment, and ensuring event spaces are prepared according to requested layout. This role works closely with internal and external partners to support events and meetings across the system while delivering excellent customer service in a high-volume environment. The Conference Services Assistant is based at the North Druid Hills, Brookhaven location and will support multiple buildings. The typical work schedule is Monday - Friday, 8:00 a.m. to 5:00 p.m.; however, occasional work on nights, weekends, and holidays will be required on a rotating basis, particularly to support events or operational needs occurring outside of standard business hours. Overtime is generally expected, with an average workweek of approximately 45 hours.

Requirements

Experience in hospitality or event coordination
Experience supporting in an administrative capacity
Ability to perform continuous physical tasks such as lifting up to 40lbs, bending, carrying, pushing, pulling, standing and walking for extended periods (4-6 hours daily)
Strong organizational skills with the ability to read and execute room set up diagrams accurately
Experience in event coordination, hospitality or facilities support
Excellent grammar, vocabulary, and communication/speaking ability
Superior customer service and problem-solving skills
Strong administrative skills including typing 45 words per minute, Microsoft Outlook, and proficient in utilizing Microsoft Suite tools

Nice To Haves

Minimum 2 years of experience in hospitality, events, and/or supporting in an administrative capacity

Responsibilities

Coordinates event and meeting setups and breakdowns including but not limited to arranging tables and chairs, podiums, staging and other equipment.
Ensures all event spaces are properly prepared prior to each meeting, including room layout, signage, technology readiness and cleanliness.
Performs physical tasks associated with event support including lifting, moving and arranging furniture and equipment throughout the day.
Maintains inventory of event related supplies and ensures items are stored and distributed properly.
Communicates conference room request status clearly and in a timely fashion to internal and external customers.
Makes best effort to resolve room request conflicts and offer suggestions for alternate meeting locations/options.
Owns reservation request process and system.
Runs administrator reports and participates in efforts to improve the Conference Center processes, space usage, and policies based on data.
Provides onsite support for internal and external facilitators and presenters.
Greets and directs Conference Center customers/visitors and answers questions.
Directs questions about catering and audio/video equipment to appropriate contacts.
Ensures the Conference Center schedule, rooms, amenities, equipment, and supplies are operational and available, and troubleshoots audio/video issues when needed.
Manages all areas of the atrium and Support I lobby, including organization and presentation.
Directs calls, visitors, and deliveries to the appropriate recipient.
Checks and signs off on all new hire paperwork delivered to Recruitment.
Creates badges for employees, contractors, and visitors (as backup for Security).