Sales - Catering & Conference Services Administrative Assistant

Ojai Valley Inn & Spa•Ojai, CA

22h

About The Position

The Catering & Conference Services Administrative Assistant serves as the initial point of contact for incoming calls and inquiries, routing calls to managers or assisting guests as needed. The role provides administrative support to department managers and assists guests when a manager is unavailable, while handling the day-to-day operation of the office as it relates to administrative support for the Catering & Conference Services Department. The assistant uses computers and printers to prepare correspondence by email or mail. The position supports the department’s sales and event operations through inquiry handling, records and office-material maintenance, contracts, banquet event orders, client communications, meeting preparation, and coordination with other departments. The assistant may also help clients, show event spaces, and book guest rooms when managers are unavailable.

Requirements

At least one year of previous experience in an administrative-based job.
Ability to prioritize and organize work assignments and job duties.
Friendly, professional, caring, and helpful demeanor.
Solid computer skills, including Microsoft Word, Excel, PowerPoint, Publisher, and email.
Excellent verbal and written communication skills.
Ability to work without constant, direct supervision and remain self-motivated.
Ability to remain calm and courteous during demanding or difficult guest interactions.
Ability to analyze and resolve problems using good judgment and consistent with high ethical standards and integrity.

Nice To Haves

Hospitality, catering, or conference services experience.
Training in customer service or guest relations.
Experience with hospitality software such as Delphi/Daylight, Opera/Springer Miller Systems, or Room Viewer/Meeting Matrix.

Responsibilities

Answer calls promptly and courteously, determine the caller’s needs, and route calls to the appropriate person.
Create inquiry records in Delphi for inquiries received by phone, email, or walk-in; send wedding or catering information and route inquiries to the Special Events Sales Manager.
Stay informed about daily resort activities and functions.
Ensure outgoing correspondence is accurate, presentable, and consistent with OVI&S style and image standards.
Keep general office and personal work areas clean and organized.
Maintain par stock materials, including office supplies, wedding brochures, competitive files, and activity files.
Maintain the BEO and Resume Master Book daily.
Process daily and weekly BEO distributions, including the Change Log and Daily Events report.
Keep files, memos, and policy books current.
Maintain the Vendor Policy and Insurance Tracking Spreadsheet.
Distribute meeting critiques and tally results as required.
Turn contracts definite, disseminate information, and ensure follow-up traces are met.
Process amenities and welcome notes for arriving clients, VIPs, and site tours.
Create agendas and take notes at weekly CCS meetings, then send meeting recaps.
Review banquet checks daily to confirm groups and weddings are posted correctly.
Assist clients when Catering & Conference Services Managers are unavailable.
Create catering and wedding contracts.
Prepare and distribute site profiles.
Process and distribute in-house meeting BEOs and diagrams; coordinate with the F&B division to block spaces in Delphi for special events unrelated to groups and weddings.
Respond proactively to client requests, including on-site changes, questions, and special requests.
Assist managers with revisions to BEOs, resumes, and diagrams.
Set up pre-con meetings, maintain invite lists, prepare client packets, and set up the physical meeting space.
Show meeting and event spaces to clients when a manager is unavailable.
Book guest rooms for clients and prospective clients attending site visits.
Stay current on client requirements and event expectations and communicate specifications to a supervisor to support guest satisfaction.
Perform other job-related duties assigned by a supervisor.