Catering Administrative Assistant

GATE HR • Ponte Vedra Beach, FL

4d • Onsite

About The Position

Ponte Vedra Inn & Club is seeking a Conference and Catering Administrative Assistant to support the Conference and Catering Department by producing, coordinating, and distributing event-related information so operational teams across the resort can deliver exceptional guest experiences. Reporting to the Conference and Catering Assistant Director and Conference and Catering Director, this role serves as an administrative hub for conference and catering operations. It provides clerical support, manages department communications, maintains records, prepares event documentation, and ensures timely distribution of client and event information throughout the property.

The position requires a flexible schedule, including weekends, holidays, and split shifts as business needs require. The assistant supports event operations through communications, documentation, forecasts, recordkeeping, signage, and other administrative and operational duties assigned by the Conference and Catering leadership team. The role also includes required training and meetings, adherence to safety procedures, and maintaining established appearance and uniform standards.

Requirements

• High school diploma or equivalent.
• At least six months of experience as a secretary or administrative assistant.
• Ability to read, write, speak, and understand English.
• Strong telephone etiquette and professional communication skills.
• Proficiency with office equipment and computer systems.
• Working knowledge of WordPerfect 5.1 and Windows systems.
• Strong organizational skills and ability to manage multiple administrative tasks and deadlines.
• Ability to maintain accurate files, records, and event documentation.
• Ability to sit for extended periods of time.
• Ability to lift, carry, and move up to 20 pounds.
• Availability to work weekends, holidays, and split shifts.

Nice To Haves

• Secretarial coursework preferred.
• Food and beverage experience helpful.

Responsibilities

• Answer and screen incoming telephone calls and relay accurate, detailed messages.
• Produce and distribute client resumes, service agreements, Banquet Event Orders (BEOs), and other event-related documentation to appropriate departments.
• Prepare, type, and distribute departmental correspondence.
• Create and distribute daily and weekly Conference and Catering forecasts.
• Maintain organized Conference and Catering files and records.
• Coordinate incoming and outgoing departmental mail and distribute materials to appropriate team members.
• Create signage for conference, banquet, and catering functions.
• Attend required training sessions, safety courses, departmental meetings, and other assigned meetings.
• Promote a safe work environment by identifying and reporting hazards and following up on corrective action.
• Maintain knowledge of departmental safety standards and hazardous chemical procedures, including applicable MSDS requirements.
• Arrive on time and maintain established appearance and uniform standards.
• Perform additional administrative and operational support duties as assigned by the Conference and Catering leadership team.

Benefits

• Competitive pay
• Paid time off, including vacation, holidays, and sick time
• Medical, dental, vision, life insurance, and disability coverage for eligible team members
• 401(k) with company match
• Flexible scheduling opportunities
• Complimentary parking and employee dining café
• Five-Diamond service training and professional development opportunities
• Certifications and continuing education opportunities
• Complimentary uniform dry-cleaning services
• Career growth and advancement opportunities throughout Gate Hospitality Group
• Preferred lodging rates
• Discounted golf and select recreational amenities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED