Catering Administrative Assistant

Olympic Club•San Francisco, CA

13d•Onsite

About The Position

The Olympic Club is hiring for a full-time Catering Administrative Assistant. Steeped in rich history and tradition, The Olympic Club was founded in 1860 and is one of the nation’s oldest private member athletic clubs. It is comprised of the City Clubhouse in downtown San Francisco and the Lakeside Clubhouse on the border of San Francisco and Daly City. The City Clubhouse is a spectacular historic building in downtown San Francisco offering eighteen hotel rooms, dining and banquet facilities, athletic courts, two pools, a fitness center, locker rooms, a retail shop and other amenities. The Lakeside Clubhouse boasts two championship golf courses and one executive course, with spectacular views. With its spectacular view of the golf courses, the Lakeside Clubhouse offers dining and banquet facilities, locker rooms, tennis courts and a fitness center with lap pool. Reporting to the Director of Catering & Events, this role is primarily responsible for supporting the Lakeside Catering department.

Requirements

Strong oral and written English communication skills.
Use of computer basic computer programs such as Word, Excel, MS Office Suite & Catering Software.
Working knowledge of Outlook.
Member service and orientation towards hospitality.
Able to represent the Club in a professional manner.
Minimum 2 years’ experience as a catering assistant or administrative role at a high end/upscale hotel or club.
Highly organized, self-motivated, creative and exceptional team player.
Excellent communicator, both verbal and through email, and interpersonal skills.
Proven ability to lead, motivate and develop team members.
Ability to organize days from information BEOs.
Regular attendance required based on business expectations and needs.
Complies with all federal, state, and local employment laws, safety regulations and guidelines, Olympic Club bylaws and house rules, Club policies and procedures and Union contracts.

Nice To Haves

Previous Club or hotel experience highly preferred.
Work experience within the club/hospitality industry.
Experience with club management systems a plus.

Responsibilities

Answer phones and greet members.
Schedule appointments and maintain calendars.
Schedule and coordinate staff and other meetings.
Collate and distribute mail.
Prepare communications, such as memos, emails, invoices, reports and other catering department correspondence.
Create and maintain buffet tags for weekly events.
Create menus required for weekly events.
Take and confirm dining and special event reservations and provide information to others about these events.
Make confirmation calls to members regarding event reservations.
Attend weekly BEO meetings and create a weekly synopsis of the meeting and distribute to departments throughout the club.
Act as a key user of Whoosh software and overall Lakeside Clubhouse event schedule.
Maintain effective relationships with members and provide reservations throughout the club.
Assist the Director of Catering & Events with event billing.
Order office supplies for the catering department.
Assist the Catering Coordinator with any additional printing needs for the catering department.
Act as a key administrative teammate to all staff members and be open and transparent in all communications.
Take and forward any inquiries to the right departments when needed.
Comply with all federal, state and local employment laws, safety regulations and guidelines, Olympic Club bylaws and house rules, Club policies and procedures and Union contracts.
Attend Management meetings and other meetings as requested by the Senior Director of Clubhouses.