Administrative Project Support Specialist

About This Role

Support day-to-day event logistics, project tasks, documentation, and internal stakeholder needs while ensuring seamless program execution through professional communication and structured planning.

Responsibilities

• Organize and support large meetings, conferences, and onsite events, including room set-up and logistics
• Provide event requirements to catering, facility services, AV, and security teams
• Ensure requested event needs align with space availability and collaborate with clients to adjust plans as needed
• Use event reservation systems to book rooms, manage schedules, and update room signage
• Distribute Banquet Event Orders (BEOs) to clients and support teams
• Deliver superior customer service to internal and external guests and build strong rapport
• Respond to requests via email, phone, or in-person meetings, offering suggestions and solutions
• Assist in running ongoing programs, including attendance tracking and role/process documentation
• Take meeting notes, build PowerPoints, update records, and track project tasks
• Generate light Excel reporting and maintain accurate data
• Support clerical functions and higher-level project work, developing tools and templates
• Write or edit project documentation, including scope, requirements, risk assessments, and RFP materials
• Manage change control and defect tracking (where applicable)
• Prioritize requests and align them with appropriate space and support resources
• Partner with stakeholders to update processes and improve workflow efficiency

Requirements

• 2+ years in event planning or event coordination
• 2+ years in a customer-facing role
• Strong proficiency with computer systems and Microsoft Office Suite
• Excellent communication and interpersonal skills
• Ability to work independently and within team environments
• Strong organizational skills with the ability to manage multiple tasks

Qualifications

• 2+ years in event planning or event coordination and 2+ years in a customer-facing role

Skills

* Required skills

Benefits