Catering Administrative Assistant

Administrative Assistant

The ideal candidate will schedule appointments, answer incoming phone calls, e-mails, and inquiries, take messages, maintaining appointment calendar, provide clerical support, relieving supervisor of administrative and business details.

Essential Functions

Job duties include, although are not limited to: ensure supervisor has accurate and efficient clerical and administrative support. Maintain an open line of communication between resort departments. Answer all incoming calls in a friendly and professional manner, providing information, taking accurate messages, or routing calls accordingly. Composing and typing of routine correspondence i.e., introductory letters, thank you letters, e-mails, vendor agreements, expense reports, master-sub-master account forms, reservation/amenity requests, transportation requests, labels to name a few. Oversee all guest/client inquiries in a courteous, effective manner or route accordingly. Assist managers with basic Amadeus tasks – typing BEOs, merging documents, etc. Generate and distribute site visit agendas and invitations. Prepare food labels according to banquet event orders. Schedule and coordinate appointments for assigned managers. Make copies and distribute in timely and efficient manner changes and additions of banquet event orders. Maintain a safe working environment. Report and correct, if possible, any unsafe acts or conditions. Perform other related duties as assigned or requested by managers.

Internal Relationships

Reports to food and beverage outlets, culinary area, sales & marketing department, catering/conference services/banquet/setup/av operations, boca by design, all activity, retail, support departments, and front office operations, engineering.

External Relationships

Has regular contact with club members, all potential clients, meeting planners, production companies and vendors.

Qualifications

• Must be able to speak, read, write, and understand the primary language(s) used in the workplace.
• Ability to sit for extended periods of time and continuously perform the essential job functions.
• Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact and diplomacy.
• Excellent verbal and written communication skills required.
• Ability to prepare and analyze data, figures and transcriptions prepared on and generated by computer.
• Must possess computer skills.

Education/Experience Requirements

High school graduate or equivalent preferred. Additional training and education are highly desirable. Working knowledge of computer systems. Personal appearance and grooming commensurate with high profile nature of job.

Physical Requirements

Lifting 50 lbs. maximum with frequent lifting and carrying of objects weighing up to 25 lbs. It requires walking or standing to a significant degree, as well as reaching, handling, feeling, talking, hearing, and seeing. In the United States, we are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.