Admin Assistant - Conference Management

Administrative Assistant Conference Management

The Administrative Assistant Conference Management is responsible for interpreting guest needs and ensuring they are met in a proactive and positive manner. This role also ensures that convention secretary assignments are completed accurately and on time, as directed by the Catering and Conference Managers and Leadership. All duties must be performed in accordance with departmental and The Venetian Resort's policies, practices, and procedures.

Essential Duties & Responsibilities

• Support assigned Catering and Conference Managers and Leaders.
• Collaborate as a team to assist with assigned job duties.
• Create and maintain files for assigned groups.
• Generate and distribute convention resumes.
• Maintain Banquet Event Orders, including updates to changes and guarantees.
• Prepare memos, letters, and other written correspondence.
• Generate daily and weekly departmental and property reports.
• Answer phones, take messages, and schedule appointments.
• Maintain a professional, neat and well-groomed appearance adhering to Company appearance standards.
• Coordinate and expedite workflow and materials between departments according to company guidelines.
• Monitor potential financial risks for assigned projects; compute, catalog, and record numerical data to maintain accurate financial records.
• Ensure adherence to planning, policies, and practices.
• Expedite clerical processing, evaluate information, and take appropriate action based on findings.
• Exercise discretion and judgment when handling project-related information.
• Maintain consistent and regular attendance.
• Perform other related duties as assigned.
• Maintain strict confidentiality of all client, event, and company information, ensuring sensitive data is handled securely and in compliance with organizational policies.

Minimum Qualifications

• 18 years of age.
• Proof of authorization/eligibility to work in the United States.
• High school Diploma or equivalent.
• 2+ years secretarial experience in the hospitality industry.
• Minimum typing speed 50 wpm.
• Working knowledge of Microsoft Office.
• Strong interpersonal skills with the ability to communicate effectively with guests and other Team Members of different backgrounds and levels of experience.
• Maintain a professional, neat and well-groomed appearance adhering to Company appearance standards.
• Maintain consistent adherence to the Venetian vision, mission and values standards.
• Must be able to work varied shifts, including nights, weekends and holidays.

Physical Requirements

Must be able to

• Lift or carry 50 pounds, unassisted, in the performance of specific tasks, as assigned.
• Physically access all areas of the property and drive areas with or without a reasonable accommodation.
• Maintain composure under pressure and consistently meet deadlines with internal and external customers and contacts.
• Ability to interact appropriately and effectively with guests, management, other team members, and outside contacts.
• Ability for prolonged periods of time to walk, stand, stretch, bend and kneel.
• Work in a fast-paced and busy environment.
• Work indoors and be exposed to various environmental factors such as, but not limited to, CRT, noise, dust, and cigarette smoke.