Conference Support Specialist

Job Responsibilities:

• Support catering activities by receiving deliveries in the lobby and setting up food and beverages for working meals.
• Coordinate and supervise catering setup for larger events with 75+ attendees and assist with cleanup after meals.
• Support breakfast, lunch, receptions, and other catered events approximately 3–4 times per week.
• Assist with evening receptions and events when needed, including potential overtime opportunities.
• Set up and maintain daily coffee service in common areas, including brewing coffee and providing hot water, tea, ice water, cups, condiments, and related supplies.
• Replenish beverage service supplies throughout the day as required.
• Break down daily coffee services, including washing large coffee and hot-water urns and beverage dispensers.
• Restock tea bags, cups, napkins, creamers, sugars, and other beverage service supplies.
• Secure and organize prepackaged snacks in designated storage areas.
• Assist with executive break service on an as-needed basis, including cleaning specialty coffee service equipment.
• Set up conference rooms and modular spaces according to meeting host requirements.
• Arrange 5-foot round tables, chairs, 6-foot tables, registration tables, speaker panel chairs, lecterns, cocktail tables, linens, and other event equipment.
• Configure modular meeting spaces using daisy-chained tables and chairs for events of varying sizes.
• Ensure conference rooms, auditorium, multipurpose spaces, and touchdown areas are properly configured and ready for meetings and events.
• Ensure meeting accessory items such as whiteboards, markers, classified boxes, lecterns, tables, linens, and general event supplies are available and properly positioned.
• Perform light housekeeping and facility-readiness activities, including wiping tables and credenzas and light vacuuming as needed.
• Manage linen readiness by removing soiled linens, bagging linens for vendor pickup, coordinating pickup and delivery, and organizing clean linens upon return.
• Maintain accurate inventory of coffee, filters, condiments, beverage supplies, and other event materials.
• Monitor inventory levels and notify appropriate personnel when supplies need replenishment.
• Participate in daily calls to review meeting setup requirements and coordinate successful event execution.
• Follow event plans and daily assignments provided by meeting coordinators, food service leads, and management.
• Provide backup support to facilities for demonstration center setup and configuration requirements.
• Maintain clean, organized, and safe kitchens, storage areas, conference spaces, and work areas.
• Interact professionally with executives, customers, visitors, coworkers, and cross-functional teams.
• Work independently with minimal supervision while taking direction and following through on assigned tasks.
• Support events ranging from small meetings to gatherings of up to approximately 200 attendees.

Skills:

• Conference Room Setup
• Event Setup and Breakdown
• Catering Support
• Hospitality Services
• Food and Beverage Service
• Coffee Service
• Inventory Management
• Linen Management
• Facility Readiness
• Light Housekeeping
• Customer Service
• Executive-Level Customer Interaction
• Event Coordination
• Team Collaboration
• Cross-Functional Communication
• Attention to Detail
• Multitasking
• Organization
• Time Management
• Professional Communication
• Working Independently

Education/Experience:

• High School Diploma or equivalent required.
• 1–2 years of experience in hospitality, events, catering, facilities, customer service, or a related field preferred.
• Ability to lift and move tables, chairs, and other equipment weighing up to 25 pounds.
• Ability to stand and move around the facility for extended periods.
• Strong attention to detail with the ability to manage multiple event requirements.
• Ability to take direction, work independently, and complete assignments with minimal supervision.
• Proactive, dependable, and follow-through oriented.
• Strong customer service and interpersonal skills.
• Ability to communicate professionally with executives, customers, visitors, and coworkers.
• Ability to remain calm and demonstrate diplomacy and professionalism in a fast-paced environment.
• Strong teamwork skills and ability to work effectively with diverse, cross-functional teams.
• ServSafe certification is preferred but not required.
• Must be willing and able to work 100% onsite in Arlington, VA.
• Must be available for the specified part-time schedule of 20 hours per week, Monday-Friday, 7:00 AM-11:00 AM, with every other Friday off.