Summary of Position: 

The Banquet Operations Administrative Assistant supports Director of Banquets, Banquet Set Up and Banquet Managers administratively with administrative clerical support.

Essential Functions: 

• Will handle and execute all administrative duties as assigned
• Will use Micros to perform tasks as assigned.
• Open banquet checks on a daily basis, create banquet buffet signage, and create daily Banquet Event Order (BEO) packets for the banquet captains.
• Responsible for answering incoming phone calls from internal and external guests. The Administrative Assistant will handle guest inquiries and follow up with guests when needed as directed by Banquet Management.
• With timely follow through, coordinate time and attendance for Banquet Set Up, Banquet Servers and Banquet Bartenders, and adhere to payroll due dates.
• Be in charge of delivering mail/handouts to the banquet service team, email schedules to the banquet service team and handle all schedule changes with the Team.
• Responsible for scheduling all annual performance evaluations.
• Responsible for monitoring the compliance of the department’s Maricopa County Food Service Worker Cards, Arizona Title IV Alcohol Certifications and ensure that the banquet team is compliant with Vehicle Safety Training.
• Responsible for ordering office supplies for Banquet Management, Banquet Kitchen and Banquet Set Up.
• On occasion, conduct research on items the department is looking to purchase, perform cost comparisons/cost analysis, prior to purchasing the goods and services needed by the outside vendor.
• Attend and represent Banquets at Banquet Event Order (BEO) meetings as needed.
• Responsible for keeping track of, staying in line with, and properly documenting the Banquet checkbook.
• Accountable for coding all invoices and coding invoices in eRequestor when needed.
• In charge of the Daily Cover Count Report distribution and responsible for updating and the upkeep of the monthly event calendar.
• Responsible for the storeroom Internal Inventory Transfer (IIT) and MYOB (billing between the bakery and purchasing to various outlets) daily, weekly and at month end.
• Will be in charge of ordering supplies for the coffee break storeroom.
• Responsible for making signs and reader boards for banquet events, and responsible for making directional signage.
• Along with management, work closely with Audio Visual, Conference Services and Banquet Operations staff to get the job done.
• Attends all scheduled meetings and bring suggestions for improvement.
• Other tasks as assigned by Banquet Operations, Banquet Management and the General Manager.

Qualifications:

Education: High School Diploma or equivalent required, college degree preferred

Experience: A minimum of one year of administrative assistant experience required. Experience in

Hotels/Resorts preferred.

Certificates or Licenses: NA

Knowledge, Skills, and Abilities:

• Required proficiency in Microsoft Office products (Word, Excel, Outlook, PowerPoint)
•  Excellent in verbal, written and interpersonal communication skills
•  Ability to listen, effectively accomplish task, and speak clearly
•  Required knowledge of hotel/resort operations
•  Able to multi-task efficiently
•  Proficient project and organizational skills
•  Ability to deal with internal and external clients, some of whom will require patience and knowledge of the resort.
•  Ability to help client communicate details of program.

Personal Characteristics: 

• Behaves ethically
• Organized: Maintain a neat, organized workspace, maintaining important documents pertinent to job
• Communicates effectively: Speaks and listens in a clear, thorough, and timely manner, effectively reading and writing, using the English language
• Professional Appearance: Exhibits an appearance appropriate as noted in our Arizona Grand Resort grooming guidelines. (Specific grooming standards are available for review)