What are the responsibilities and job description for the Catering Administrative Assistant position at The Grand America Hotel?
The Catering Administrative Assistant is responsible for providing comprehensive administrative support to the Catering Managers and Director of Catering, with a deep understanding of the catering planning process at both the Little and the Grand America Hotels.
RESPONSIBILITIES:
- Ensure a high level of detail and organization in all tasks and documentation.
- Screen and direct visitors, telephone calls, and mail efficiently.
- Maintain inventory of supplies and administrative resources.
- Assist Catering Managers with creating contracts and inputting group information.
- Organize and copy weekly group BEOs.
- Maintain a group binder with updated BEO printouts and monitor emails for necessary changes.
- Create and print door cards and reader boards.
- Oversee parking validations for groups.
- Prepare and maintain group files for Catering Managers.
- Assist with communication of group needs to the relevant departments as necessary, prior to distributing resumes and/or BEOs.
- Support Catering Managers in creating new accounts and blocking space in Opera, including ICW events.
- Assist in BEO preparation, editing, and proofreading to ensure accuracy and completeness.
- Provide coverage and assistance in the absence of Catering Managers.
- Lead the planning, coordination, and execution of all internal hotel events, including but not limited to staff meetings, training sessions, and department-wide gatherings.
- Additional tasks as directed by the Director of Catering, based on experience and performance.
PHYSICAL, ENVIRONMENTAL & OTHER REQUIREMENTS
- Position may require flexibility in hours, including evenings, weekends, and holidays, as dictated by business needs.
- Majority of position is desk/phone/computer-based, with some mobility required for interdepartmental interactions.
QUALIFICATIONS & EXPERIENCE
Required:
- At least two years of strong administrative experience in a similar environment, with a proven ability to retain and apply information effectively.
- Exceptional attention to detail, ensuring all tasks, correspondence, and documentation are completed accurately and efficiently.
- Strong attendance and reliability, with a track record of maintaining consistent and punctual performance.
- Typing speed of at least 45 words per minute.
- Proficiency in Microsoft Word, Excel, and Outlook.
- Strong written and verbal communication skills, with the ability to effectively communicate in English.
- Excellent customer service skills.
- High school diploma or equivalent.
- Polished appearance and professional demeanor.
- Ability to obtain and maintain comprehensive knowledge of company and department rules, regulations, policies, and procedures.
- At least 18 years of age.
Preferred:
- Experience working with Opera and PMS.
- Previous experience in a large, luxury resort setting.
Hours: Full Time, 40 hours per week
Schedule: Monday–Friday, full-time, plus weekends and holidays as required by business.
Wage: Negotiable hourly rate
Benefits Offered: Yes
