Catering Sales Administrative Assistant

Step into an exciting career at the legendary Grand Hotel Golf Resort & Spa, Autograph Collection, on Alabama’s Gulf Coast. Nestled on 550 acres of breathtaking beauty, the Grand blends rich Southern tradition with modern luxury, delivering world-class guest experiences. With over 41,000 sq. ft. of versatile meeting space and multiple ballrooms, we host events of all sizes—from intimate gatherings to grand celebrations. Join us at a historic destination known for unparalleled hospitality, where you’ll have the chance to be part of unforgettable moments. The Grand Life is calling—come share it with us!

As a Catering Sales Administrative Assistant, you’ll play a key role in supporting the Catering and Sales team by ensuring seamless administrative operations that help bring exceptional events and celebrations to life. From managing schedules and calls to coordinating client correspondence, maintaining organized records, and preparing reports, your behind-the-scenes work will empower the team to deliver extraordinary guest experiences. This position calls for top-notch organizational skills, attention to detail, professional communication, and proficiency in office technology.

Key Responsibilities:

• Administrative Support & Communication: Manage incoming calls, screen and direct them, and provide courteous and informed responses. Welcome scheduled visitors and assist with internal communications.
  
  • Schedule & Calendar Coordination: Maintain appointment calendars and assist in scheduling meetings and travel arrangements, ensuring efficient time management for the Catering and Sales team.
  • Correspondence & Documentation: Draft, format, and send routine client communications including letters, proposals, and contracts with professionalism and accuracy.
  • File Management: Create and maintain a well-organized filing system for easy retrieval of correspondence, contracts, and event-related documents.
  • Meeting & Event Prep: Prepare meeting agendas, reserve and set up facilities, record minutes, and follow through on post-meeting documentation.
  • Mail & Supplies: Handle incoming and outgoing mail, manage office supply inventory, and arrange maintenance for equipment as needed.
  • Data Entry & Reporting: Compile data for statistical reports and assist with document production to ensure accuracy and efficiency in all areas.

Education & Experience:

• High school diploma or general education degree (GED) required.
  
  • One to three months of related administrative experience preferred.
  • Proficiency in Microsoft Word and standard office software.

Physical Requirements:

Perks & Benefits:

Join us at the Grand Hotel Golf Resort & Spa, where we deliver "hospitality with heart & soul." Be a part of a passionate team dedicated to creating unforgettable moments for our guests and each other!

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)