Wedding & Social Sales Administrative Assistant

ICONA RESORTS 1•Avalon, NJ

33d•Onsite

About The Position

The Wedding & Social Sales Administrative Assistant provides administrative and operational support to the Wedding & Social Sales team to ensure an exceptional client experience from initial inquiry through event completion. This position assists with sales coordination, client communications, event documentation, and department organization while maintaining the highest level of professionalism, confidentiality, and hospitality.

Requirements

High school diploma or equivalent required or Bachelor’s degree in Hospitality
One-three year’s of administrative, hospitality, catering, or restaurant experience
Strong organizational skills with exceptional attention to detail.
Excellent written and verbal communication skills.
Ability to manage multiple projects while meeting deadlines.
Proficient in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Professional appearance and customer-focused attitude.
Ability to maintain confidentiality and exercise sound judgment.
Compliant with state Alcoholic Beverage Control regulations

Responsibilities

Provide administrative support to the Wedding & Social Sales team.
Answer incoming phone calls, emails, and online inquiries in a timely and professional manner.
Schedule client appointments, venue tours, planning meetings, and follow-up appointments.
Assist in the preparation of proposals, contracts, banquet event orders (BEOs), and other sales documents.
Maintain accurate client files and update all information in the sales and catering management system.
Process deposits, contracts, and other required event documentation.
Assist with preparing wedding and social event packets, welcome gifts, and presentation materials.
Coordinate communication between clients and internal departments including Food & Beverage, Banquets, Housekeeping, Front Desk, and Finance.
Prepare weekly sales reports and other departmental tracking documents.
Maintain calendars for the Wedding & Social Sales team and coordinate meeting schedules.
Assist in organizing bridal shows, wedding expos, open houses, tasting events, and promotional events.
Greet prospective clients and provide exceptional hospitality during property tours when needed.
Monitor office supplies and maintain organized filing systems, both electronic and paper.
Ensure contracts, certificates of insurance, permits, and required documentation are complete and filed appropriately.
Support post-event follow-up, including thank-you correspondence, guest feedback, and client surveys.
Maintain confidentiality of client and company information.
Attendance to weekly Aloha meetings
All other jobs and tasks as assigned