Catering Administrative Assistant

Four Seasons • Los Angeles, CA

1d • $26 - $26

About The Position

The Catering Administrative Assistant is responsible for providing administrative support to the Catering and Conference Services Managers and Director(s) while being familiar with all aspects of the Catering and Sales planning process. Assist in the organizing of social events and act as a liaison with the Hotel’s Department and Division Heads in planning internal Four Seasons meetings. In addition, the position requires that Hotel’s Delphi system meets corporate standards and reporting compliance. Ensure that all departments are using Delphi (Rooms, Catering, Reservations, Accounting, Banquets) effectively.

Requirements

• Excellent reading, writing and oral proficiency in the English language.
• Must be able to type a minimum of 40 WPM.
• Previous secretarial, hotel and/or related experience required.
• Prior word processing software experience required.

Nice To Haves

• We are looking for an individual who poses solid interpersonal and relationship-building skills to work with cross-functional teams.
• Apply an ethical approach to influence the outcome of situations and serve as role model for others by demonstrating appropriate business conduct and ethical principles.
• We are looking for candidates who are proactive, have a technical knowledge of generally accepted accounting principles.
• Ability to read, write and speak English is required.
• This position involves Ability to work long and irregular hours, weekends, and evenings.
• Able to organize, delegate & work under pressure.
• Basic knowledge of audio-visual equipment and Internet technology – helpful.

Responsibilities

• Excellent reading, writing and oral proficiency in the English language.
• Must be able to type a minimum of 40 WPM.
• Previous secretarial, hotel and/or related experience required.
• Prior word processing software experience required.
• The ability to follow proper payroll procedures.
• The ability to answer telephone and use the paging system according to Four Seasons' standards and act as a liaison between callers and the Catering Managers.
• The ability to type in a proficient manner to ensure a quality and timely product.
• The ability to type all daily catering correspondence in order of priority.
• The ability to produce all banquet checks, door cards, change sheets, 10-day Reports, 3-month forecasts, etc.
• The ability to proofread all correspondence prior to submission for signature.
• The ability to efficiently utilize typewriters and computers to complete all correspondence (proposals, contracts, form letters, internal forms, etc.).
• The ability to process all mass and special mailings generated by the catering office or for related catering purposes.
• The ability to maintain all catering files in accordance with established procedures and standards.
• The ability to ensure all information regarding each group is sent to the proper department on schedule in order to facilitate the proper handling of the group.
• The ability to advise a manager when a work assignment cannot be returned within a 48 hour period.
• The ability to maintain a friendly, caring and helpful attitude with clients, as well as other hotel personnel.
• The ability to assist clients in the absence of a catering representative.
• The ability to assist in the preparation of reports as required by the Director of Catering.
• The ability to keep informed as to the daily hotel activities.
• The ability to requisition supplies and collateral through the purchasing system with the proper signatures and put said items in their proper place.
• The ability to participate in scheduled meetings as requested.
• The ability to copy, fax or mail any documents, files, proposals, prospectus or applications as needed.
• The ability to prepare menu packets for potential clients.
• The ability to read and understand the function space diary in Delphi.
• The ability to book internal meetings and follow through with proper booking procedures.
• The ability to respond properly in any hotel emergency or safety situation.
• The ability to perform other tasks or projects as assigned by hotel management and staff.

Benefits

• Be part of a cohesive team with opportunities to build a successful career with global potential
• Have access to a robust benefit plan
• Have the opportunity to engage in diverse and challenging work
• Derive a sense of pride in work well done
• Be recognized for excellence

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees