Administrative Assistant / Wedding Coordinator

Crestview Management, LLC•Clearwater, FL

About The Position

Hilton Clearwater Beach Resort & Spa is seeking a highly organized, detail-oriented, and service-focused Administrative Assistant/Wedding Coordinator to support its Catering & Events team. This dual-role position combines administrative responsibilities with wedding coordination to support seamless event planning and exceptional client experiences. The role calls for a strong communicator who thrives in a fast-paced environment, builds client relationships, and manages multiple priorities with professionalism and attention to detail. The Administrative Assistant provides support to the Catering & Events Department, manages calendars and schedules, assigns leads and reports, distributes event orders, maintains client files and event records, assists with billing and payment tracking, and coordinates communication among hotel departments. The position also handles calls and email inquiries, provides customer service, maintains office organization, and supports departmental projects. As Wedding Coordinator, the employee serves as a primary contact for wedding clients, conducts venue tours, assists with consultations, and coordinates tastings, timelines, room layouts, and event logistics. The coordinator prepares and distributes event orders and timelines, facilitates communication among clients, vendors, and hotel departments, attends rehearsals and wedding events as needed, confirms event details, assists with setup coordination, and responds to requests or issues to help deliver a memorable guest experience. The position reports to the Director of Catering & Events.

Requirements

Strong organizational and time-management skills.
Excellent verbal and written communication skills.
Ability to manage multiple deadlines and priorities simultaneously.
Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Professional presentation and customer service skills.
Exceptional attention to detail.
Strong problem-solving and decision-making abilities.
Ability to work independently and collaboratively.
Positive and professional attitude.
Strong interpersonal skills and ability to build relationships with clients, vendors, and team members.
Passion for hospitality and creating memorable experiences.
Ability to work flexible hours, including evenings, weekends, and holidays, as business demands require.

Nice To Haves

Associate's degree preferred; equivalent work experience is considered.
Minimum 1–2 years of administrative, hospitality, catering, event planning, or wedding coordination experience preferred.
Experience with PEP, Delphi, Sertifi, CRM systems, or event management software preferred.

Responsibilities

Provide administrative support to the Catering & Events Department.
Manage department calendars, appointments, and meeting schedules.
Assign leads, reports, and correspondence.
Distribute Catering & Events event orders to the appropriate departments.
Maintain accurate client files, event documentation, and database records.
Assist with invoices, deposits, billing follow-up, and payment tracking.
Coordinate interdepartmental communication among Sales, Catering, Banquets, Culinary, Front Office, and Accounting teams.
Answer phone calls, respond to email inquiries, and provide customer service.
Maintain office organization and support departmental projects as assigned.
Serve as a primary point of contact for wedding clients throughout the planning process.
Conduct venue tours and assist couples with wedding-planning consultations.
Coordinate menu tastings, timeline development, room layouts, and event logistics.
Prepare and distribute event orders and wedding timelines to operational teams.
Facilitate communication between clients, vendors, and hotel departments.
Attend wedding rehearsals and events as needed.
Confirm and accurately communicate event details before execution.
Assist with ceremony, reception, and related wedding event setup coordination.
Address client requests and resolve issues promptly to support a memorable guest experience.