Hybrid Catering Administrative Assistant bei The Grand America Hotel

The Catering Administrative Assistant provides critical support to the Catering Managers and Director of Catering Sales by ensuring the smooth execution of daily administrative tasks, event coordination, and interdepartmental communication. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a professional and fast-paced hospitality environment.

Responsibilities:

• Provide administrative support for Catering Managers and Director of Catering Sales

• Screen and direct calls, emails, and visitors courteously and efficiently

• Draft, edit, and distribute group contracts, BEOs, resumes, and related materials

• Monitor the catering inbox and update event documents accordingly

• Prepare weekly BEO packets, reader boards, door cards, and maintain group binders and files

• Create new accounts and block event space in Opera (including ICW events)

• Coordinate parking validations and internal hotel events (e.g., staff meetings, trainings)

• Maintain office supplies and department resources

• Communicate group needs to relevant departments ahead of event execution

• Provide team coverage in the absence of Catering Managers

• Perform additional duties as assigned based on experience and department needs

Qualifications:

Required:

• 1–2 years of administrative experience in a professional office or hospitality setting

• High attention to detail and accuracy

• Strong written and verbal communication skills

• Excellent time management and customer service abilities

• Proficiency in Microsoft Office (Word, Excel, Outlook)

• Typing speed of 45+ WPM

• Professional demeanor and polished appearance

• Ability to work independently and follow departmental procedures

• High school diploma or equivalent

• Must be at least 18 years of age

Preferred:

• Experience with Opera or other Property Management Systems (PMS)

• Background in luxury hotel, resort, or large-scale event settings

Work Environment:

• Primarily desk-based with computer, phone, and email tasks; occasional property walk-throughs

• Must be available for flexible scheduling, including evenings, weekends, and holidays based on event needs

• Onsite position only (not remote or hybrid)