Catering Administrative Assistant
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Key details
- Location
- Ponte Vedra Beach, FL, United States
- Work style
- Onsite
- Level
- Entry level
- Function
- Hospitality & Food service
- Focus area
- other
- Posted
- 3d ago
Skills
microsoft windowsmsds
About the role
Start Your Journey
For nearly a century, Ponte Vedra Inn & Club has been a cherished destination where traditions are celebrated, connections are formed, and memories last a lifetime. Set along the beautiful Atlantic coastline, the resort combines timeless charm with gracious hospitality, offering exceptional experiences through world-class accommodations, dining, recreation, and service. Guided by a vision to create connections for a lifetime in the most beautiful places, our team is committed to delivering extraordinary experiences while fostering a sense of belonging for guests, members, and one another. Through integrity, graciousness, innovation, wonderment, and community, we create meaningful moments that honor our legacy and inspire future generations.
The Opportunity
Ponte Vedra Inn & Club is seeking a Conference and Catering Administrative Assistant to support the Conference and Catering Department by producing, coordinating, and distributing event-related information that enables operational teams across the resort to deliver exceptional guest experiences. Reporting to the Conference and Catering Assistant Director and Conference and Catering Director, this role serves as an administrative hub for conference and catering operations, providing clerical support, managing department communications, maintaining records, preparing event documentation, and ensuring timely distribution of client and event information throughout the property.
The Day-to-Day
Work a flexible schedule, including weekends, holidays, and split shifts as business needs require.
Answer and screen incoming telephone calls and relay accurate, detailed messages.
Produce and distribute client resumes, service agreements, Banquet Event Orders (BEOs), and other event-related documentation to appropriate departments.
Prepare, type, and distribute departmental correspondence.
Create and distribute daily and weekly Conference and Catering forecasts.
Maintain organized Conference and Catering files and records.
Coordinate incoming and outgoing departmental mail and distribute materials to appropriate team members.
Create signage for conference, banquet, and catering functions.
Attend required training sessions, safety courses, departmental meetings, and other assigned meetings.
Promote a safe work environment by identifying and reporting hazards and following up on corrective action.
Maintain knowledge of departmental safety standards and hazardous chemical procedures, including applicable MSDS requirements.
Arrive on time and maintain established appearance and uniform standards.
Perform additional administrative and operational support duties as assigned by the Conference and Catering leadership team.
What Sets You Apart
High school diploma or equivalent required.
Secretarial coursework preferred.
Minimum six (6) months of experience as a secretary or administrative assistant required.
Food and beverage experience helpful.
Ability to read, write, speak, and understand English.
Strong telephone etiquette and professional communication skills.
Proficiency with office equipment and computer systems.
Working knowledge of WordPerfect 5.1 and Windows systems.
Strong organizational skills with the ability to manage multiple administrative tasks and deadlines.
Ability to maintain accurate files, records, and event documentation.
Ability to sit for extended periods of time.
Ability to lift, carry, and move up to 20 pounds.
Availability to work weekends, holidays, and split shifts.
What's In It For You?
We believe that exceptional hospitality starts with exceptional people. That's why we're committed to supporting our team members through competitive benefits, professional development opportunities, and exclusive resort privileges designed to help you thrive both personally and professionally. Enjoy a beautiful work environment, a culture of belonging, and the opportunity to grow your career with one of Florida's premier hospitality organizations.
Competitive pay
Paid time off, including vacation, holidays, and sick time
Medical, dental, vision, life insurance, and disability coverage for eligible team members
401(k) with company match
Flexible scheduling opportunities
Complimentary parking and employee dining café
Five-Diamond service training and professional development opportunities
Certifications and continuing education opportunities
Complimentary Uniform Dry-Cleaning Services
Career growth and advancement opportunities throughout Gate Hospitality Group
Preferred lodging rates
Discounted golf and select recreational amenities
Ponte Vedra Inn & Club is an Equal Opportunity Employer and a Drug-Free Workplace. We provide equal opportunity without regard to race, color, national origin, religion, sex, age, marital status, or disability.
For nearly a century, Ponte Vedra Inn & Club has been a cherished destination where traditions are celebrated, connections are formed, and memories last a lifetime. Set along the beautiful Atlantic coastline, the resort combines timeless charm with gracious hospitality, offering exceptional experiences through world-class accommodations, dining, recreation, and service. Guided by a vision to create connections for a lifetime in the most beautiful places, our team is committed to delivering extraordinary experiences while fostering a sense of belonging for guests, members, and one another. Through integrity, graciousness, innovation, wonderment, and community, we create meaningful moments that honor our legacy and inspire future generations.
The Opportunity
Ponte Vedra Inn & Club is seeking a Conference and Catering Administrative Assistant to support the Conference and Catering Department by producing, coordinating, and distributing event-related information that enables operational teams across the resort to deliver exceptional guest experiences. Reporting to the Conference and Catering Assistant Director and Conference and Catering Director, this role serves as an administrative hub for conference and catering operations, providing clerical support, managing department communications, maintaining records, preparing event documentation, and ensuring timely distribution of client and event information throughout the property.
The Day-to-Day
Work a flexible schedule, including weekends, holidays, and split shifts as business needs require.
Answer and screen incoming telephone calls and relay accurate, detailed messages.
Produce and distribute client resumes, service agreements, Banquet Event Orders (BEOs), and other event-related documentation to appropriate departments.
Prepare, type, and distribute departmental correspondence.
Create and distribute daily and weekly Conference and Catering forecasts.
Maintain organized Conference and Catering files and records.
Coordinate incoming and outgoing departmental mail and distribute materials to appropriate team members.
Create signage for conference, banquet, and catering functions.
Attend required training sessions, safety courses, departmental meetings, and other assigned meetings.
Promote a safe work environment by identifying and reporting hazards and following up on corrective action.
Maintain knowledge of departmental safety standards and hazardous chemical procedures, including applicable MSDS requirements.
Arrive on time and maintain established appearance and uniform standards.
Perform additional administrative and operational support duties as assigned by the Conference and Catering leadership team.
What Sets You Apart
High school diploma or equivalent required.
Secretarial coursework preferred.
Minimum six (6) months of experience as a secretary or administrative assistant required.
Food and beverage experience helpful.
Ability to read, write, speak, and understand English.
Strong telephone etiquette and professional communication skills.
Proficiency with office equipment and computer systems.
Working knowledge of WordPerfect 5.1 and Windows systems.
Strong organizational skills with the ability to manage multiple administrative tasks and deadlines.
Ability to maintain accurate files, records, and event documentation.
Ability to sit for extended periods of time.
Ability to lift, carry, and move up to 20 pounds.
Availability to work weekends, holidays, and split shifts.
What's In It For You?
We believe that exceptional hospitality starts with exceptional people. That's why we're committed to supporting our team members through competitive benefits, professional development opportunities, and exclusive resort privileges designed to help you thrive both personally and professionally. Enjoy a beautiful work environment, a culture of belonging, and the opportunity to grow your career with one of Florida's premier hospitality organizations.
Competitive pay
Paid time off, including vacation, holidays, and sick time
Medical, dental, vision, life insurance, and disability coverage for eligible team members
401(k) with company match
Flexible scheduling opportunities
Complimentary parking and employee dining café
Five-Diamond service training and professional development opportunities
Certifications and continuing education opportunities
Complimentary Uniform Dry-Cleaning Services
Career growth and advancement opportunities throughout Gate Hospitality Group
Preferred lodging rates
Discounted golf and select recreational amenities
Ponte Vedra Inn & Club is an Equal Opportunity Employer and a Drug-Free Workplace. We provide equal opportunity without regard to race, color, national origin, religion, sex, age, marital status, or disability.