Meeting Support Specialist Job at Forrest Solutions, New York, NY

Rkk4UG9CWG5WR0ZiR2ovVHU0a095TURseGc9PQ==
  • Forrest Solutions
  • New York, NY

Job Description

Job Title: Meeting Support Specialist

Location: New York, NY

Schedule: Full-Time | Flexible availability required between 6:30 AM – 7:00 PM

Compensation: $26–28 per hour (based on experience)

Position Summary:

The Meeting Support Specialist is responsible for coordinating conference room operations, meeting logistics, and guest support at one of our premier financial services client sites. This role is critical to ensuring a smooth, high-quality experience for all external visitors and internal teams.

Candidates must be organized, service-driven, and comfortable managing a high volume of scheduling and event support in a fast-paced, professional environment.

Key Responsibilities:

  • Manage meeting room reservations, setups, and resets through conference center scheduling systems.
  • Greet, escort, and assist guests and clients, ensuring a seamless arrival and meeting experience.
  • Partner with building security to register visitors and manage access for external guests.
  • Coordinate meeting logistics, including catering orders, IT/AV setup, and special event requests for meetings and conferences for up to 100 individuals.
  • Communicate directly with meeting hosts to confirm event details and provide real-time support during meetings.
  • Maintain conference room readiness by inspecting rooms and ensuring all supplies and technology are operational.
  • Support internal meetings such as new hire orientations, special events, and training sessions.
  • Manage and prioritize a high-volume shared email inbox for meeting support requests.
  • Track meeting types and usage metrics; prepare usage reports and spreadsheets as needed.
  • Collaborate with IT, Facilities, and Operations teams to address technical support needs and service tickets.
  • Provide occasional front desk and reception support as needed, maintaining professional demeanor and confidentiality.

Required Skills and Qualifications:

  • 2–3 years of prior experience in hospitality, administrative support, event coordination, or meeting services in a corporate setting.
  • Proficient in Microsoft Outlook and calendar management; familiarity with conference room scheduling software (EMS, Meeting Room Manager, etc.) preferred.
  • Strong communication skills, both written and verbal.
  • High attention to detail, with strong organizational and multitasking abilities.
  • Comfortable working in a high-volume, fast-paced environment with shifting priorities.
  • Professional appearance and demeanor appropriate for a client-facing, high-end corporate environment.
  • Experience coordinating with catering vendors, IT teams, and facilities operations preferred.
  • Ability to maintain confidentiality and demonstrate discretion with sensitive meetings and VIP guests.

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.

Job Tags

Hourly pay, Full time, Flexible hours, Shift work,

Similar Jobs

Truck with Jed Logistics

Truck Driver/CDL-A / Home Daily /Dedicated Job at Truck with Jed Logistics

 ...Hiring immediately for Class A Driver! Bold Safe Trucking is a top employer of CDL Truck Drivers across the country. In addition to a great starting salary...  ...Slip Seating No Touch Freight Automatics Home Daily Average $1600 weekly Mileage and stop pay -... 

Baylor Scott & White Health

Physician Assistant Geriatric Primary Care Job at Baylor Scott & White Health

 ...JOB SUMMARY The Physician Assistant (PA) Geriatric is a licensed, certified, non-physician healthcare provider who effectively renders...  ...Participate as part of a care team to extend access for patients Telemedicine days with remote opportunities Support & Resources:... 

Gravity Staffing, Inc.

Campus Recruiting Coordinator Job at Gravity Staffing, Inc.

 ...presence, such as registration, materials shipment, and job postings Supporting the company's internship program Experience: ~2-4+ years of experience in recruiting, HR operations, or similar roles within the financial services industry ~ Campus recruiting... 

Clean Harbors

Lead Vehicle Mechanic Job at Clean Harbors

 ...due to race, ancestry, color, sexual orientation, gender identity, national origin, religion, age, physical or mental disability, veteran status, or on the basis of any other federal, state/provincial or local protected class.**_Clean Harbors is a Military & Veteran friendly... 

SUNTRONIX LLC

Health and Wellness Coach Job at SUNTRONIX LLC

 ...Description We are looking for a passionate Health and Wellness Coach to join Whitefield Academy, a leading educational institution in Louisville...  ...to coaching and counseling. Proficiency in using technology for virtual coaching sessions and program management....