What are the responsibilities and job description for the Catering Administrative Assistant position at The Grand & Little America Hotel, Utah?
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
