Catering & Conference Services Administrative Assistant

Sandestin Investments LLC•Miramar Beach, FL

6d•Hybrid

About The Position

The Catering & Conference Services Administrative Assistant plays a vital role in supporting the successful planning and execution of meetings, conferences, weddings, and special events throughout the resort. This position provides administrative and operational support to the Catering and Conference Services team while serving as a professional resource for guests, clients, and internal departments. The ideal candidate is highly organized, detail-oriented, proactive, and committed to delivering exceptional customer service while managing multiple priorities in a dynamic hospitality environment.

Requirements

High School Diploma or General Education Degree (GED) required.
Exceptional organizational and time-management skills with strong attention to detail.
Excellent verbal, written, and interpersonal communication skills.
Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
Strong customer service skills with a professional and welcoming demeanor.
Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
Ability to prioritize multiple projects and meet deadlines in a fast-paced environment.
Ability to work independently while also collaborating effectively with cross-functional teams.
Strong problem-solving and critical-thinking skills.
Ability to follow written, verbal, and diagrammed instructions accurately.
Commitment to maintaining positive working relationships and contributing to a culture of teamwork and service excellence.
Must be able to speak, read, write, and understand English.

Nice To Haves

Previous administrative, hospitality, event planning, customer service, or office support experience preferred.
Equivalent combination of education, training, and experience may be considered.

Responsibilities

Provide administrative support to the Catering and Conference Services Managers to ensure seamless event planning and execution.
Compose, prepare, edit, and distribute confidential correspondence, reports, contracts, presentations, and other business documents.
Maintain strict confidentiality of company records, personnel information, employee communications, salary adjustments, performance reviews, and other sensitive documents.
Serve as custodian of departmental records and corporate documents, ensuring accurate organization and filing.
Prepare, copy, organize, and distribute Banquet Event Orders (BEOs) in accordance with departmental standards and timelines.
Maintain and update the Master Banquet Event Order Book to ensure event information remains accurate and current.
Process, copy, and distribute Booking Recaps and event-related documentation as directed by the Catering and Conference Services team.
Answer incoming calls, emails, and correspondence professionally, responding independently when appropriate and directing inquiries as needed.
Assist meeting planners, event attendees, and resort guests with business center services and event-related requests.
Prepare welcome packets, information packets, memorandums, event materials, and client communications.
Compile, generate, and distribute departmental reports, schedules, and event summaries as needed.
Coordinate with internal departments to ensure accurate communication and successful execution of client events.
Assist guests by providing resort information, directions, transportation guidance, and solutions to service-related concerns.
Support departmental projects, special events, and administrative initiatives.
Maintain professional relationships with guests, clients, vendors, and team members.
Perform additional duties and special projects as assigned by the Director of Catering & Conference Services or Catering & Conference Services Managers.