Banquets Administrative Assistant

Four Seasons•Los Angeles, CA

About The Position

The Banquets Administrative Assistant provides administrative and scheduling support to the Banquets department at Four Seasons Hotel Los Angeles at Beverly Hills. The role supports event operations through correspondence, purchase-order processing, banquet event order distribution, staffing assignments, schedule coordination, file and office-supply maintenance, forecasts, reports, payroll procedures, and timecard and service-charge tracking. The position also assists the Director of Banquets with administrative tasks, responds to hotel emergencies and safety situations, maintains confidentiality, and provides professional support to clients and hotel personnel. The role requires a flexible schedule, including weekdays and weekends, with occasional evenings, weekends, and holidays based on business needs and event execution. It is a temporary, part-time position for 20 hours per week.

Requirements

Excellent written and verbal communication skills and a polished, professional client-facing presence.
Strong organizational and detail-oriented skills, with the ability to manage multiple inquiries, events, deadlines, and follow-ups simultaneously.
Ability to work collaboratively across departments and build strong internal relationships.
Comfort with BEOs and administrative follow-through.
Flexible availability, including weekdays and weekends and occasional evenings, weekends, and holidays based on business needs and event execution.

Nice To Haves

Prior experience in hospitality, private dining, restaurant events, luxury service, or event coordination.
Creative thinking and the ability to develop compelling event concepts and personalized client experiences.
Strong understanding of food and beverage operations, event logistics, and luxury guest expectations.

Responsibilities

Type correspondence and reports, including composing letters and memorandums.
Use Birchstreet for departmental needs, including processing purchase orders.
Handle telephone calls according to Four Seasons Hotels standards.
Create buffet labels.
Organize and file regular BEO distribution.
Create staffing assignments for upcoming events.
Maintain banquet office supplies and files.
Assist with banquet scheduling by organizing staff availability and entering it into the hotel's scheduling system.
Update and maintain corporate and hotel policy manuals as directed.
Respond properly to hotel emergencies and safety situations.
Perform other tasks or projects assigned by hotel management and staff.
Maintain confidentiality regarding the hotel, Home Office, owners, and related matters.
Learn and use various personal-computer programs.
Maintain a cordial and professional office environment with visitors and coworkers.
Use telephone, computer, and other equipment for hotel business only, and refrain from seeking personal gain or soliciting products or services as a hotel representative.
Assist the Director of Banquets with miscellaneous administrative tasks.
Follow proper payroll procedures.
Create monthly forecast calendars and update the hotel on banquet events.
Coordinate staffing replacements and assist with scheduling.
Maintain a friendly, caring, and helpful attitude toward clients and hotel personnel.
Assist in preparing reports required by the Director of Banquets.
Stay informed about daily hotel activities and participate in scheduled meetings as requested.
Review employee timecards for accuracy, maintain weekly service-charge reports, and track trainings.