Catering Administrative Assistant

Catering Administrative Assistant

Steeped in rich history of tradition, The Olympic Club was founded in 1860. It is one of the nation's oldest private member athletic clubs, is comprised of the City Clubhouse in downtown San Francisco and the Lakeside Clubhouse on the border of San Francisco and Daly City.

The City Clubhouse is a spectacular historic building in downtown San Francisco offering eighteen hotel rooms, dining and banquet facilities, athletic courts, two pools, a fitness center, locker rooms, a retail shop and other amenities including massage, steam/sauna, shoeshine, and a barbershop.

Overlooking the beautiful Pacific Ocean, the Lakeside Clubhouse boasts two championship golf courses, the Lake and Ocean, and one executive course, the Cliffs. With its spectacular view of the golf courses, the Lakeside Clubhouse offers dining and banquet facilities, locker rooms, tennis courts and a fitness center with lap pool.

Position Overview:

Reporting to the Director of Catering & Events, this role is primarily responsible for supporting the Lakeside Catering department.

Essential Functions and Responsibilities:

• Answer phones and greet members.
• Schedule appointments and maintain calendars.
• Schedule and coordinate staff and other meetings
• Collate and distribute mail.
• Prepare communications, such as memos, emails, invoices, reports and other catering department correspondence.
• Create and maintain buffet tags for weekly events.
• Create menus required for weekly events.
• Take and confirm dining and special event reservations and provide information to others about these events. Make confirmation calls to members regarding event reservations.
• Attend weekly BEO meetings and create a weekly synopsis of the meeting and distribute to departments throughout the club.
• Will be a key user of Whoosh software and overall Lakeside Clubhouse event schedule
• Maintains effective relationships with members and is able to provide reservations throughout the club.
• Assists the Director of Catering & Events with event billing.
• Orders office supplies for the catering department.
• Assists the Catering Coordinator with any additional printing needs for the catering department.
• Acts as a key administrative teammate to all staff members and is open and transparent in all communications.
• Must be able to work some evenings and weekends based on operational needs
• Takes and forwards any inquiries to the right departments when needed.
• Complies with all federal, state and local employment laws, safety regulations and guidelines, Olympic Club bylaws and house rules, Club policies and procedures and Union contracts

* Regular attendance required based on business expectations and needs.

* Complies with all federal, state, and local employment laws, safety regulations and guidelines, Olympic Club bylaws and house rules, Club policies and procedures and Union contracts.

Non-essential Functions and Responsibilities:

• Attend Management meetings and other meetings as requested by the Senior Director of Clubhouses

Qualifications Required:

Strong oral and written English communication skills

Use of computer basic computer programs such as Word, Excel, MS Office Suite & Catering Software

Working knowledge of Outlook

Member service and hospitality oriented

Previous Club or hotel experience highly preferred

Able to represent the Club in a professional manner

Minimum 2 years' experience as a catering assistant or administrative role at a high end/upscale hotel or club.

Highly organized, self-motivated, creative and exceptional team player

Excellent communicator, both verbal and through email, and interpersonal skills

Proven ability to lead, motivate and develop team members

Ability to organize days from information BEOs

Qualifications Desired:

Work experience within the club/hospitality industry.

Experience with club management systems a plus.

Success factors/Job Competencies:

Organization/Time ManagementHighly organized, strong project management skills and ability to prioritize activities and events.

Communication - Able to communicate effectively with members, staff, management and.

Management- Able to manage processes and procedures up to Club standards.

Collaboration Able to collaborate with the members, management, and staff to promote the Club's culture of service and the Club's mission and vision.

Problem analysis and resolution at both strategic and functional levels.

Commitment to Club values.

Interested candidates may submit their resume or complete our online employment application at:

Interviews are by scheduled appointment only. All employment offers are pending satisfactory results from a background investigation and pre-employment drug testing. EOE M/F/D/V.