Posted November 4, 2021

Event Management Assistant

Summary of Position:

The Catering/Event Management Administrative Assistant provides support to the Directors of this department and the Catering & Event Management Managers through completion of administrative functions while providing excellent customer service to clients.

Essential Functions:

Catering Essential Functions:

  • Catering account maintenance (preparation of site forms, file creation, tasting & golf banquet event orders, resumes, amenities, gift certificates, thank you letters and all other related various Catering Reports).
  • Greet clients/guests on the phone and in person in a professional manner.
  • Qualify incoming inquiry calls: Send all leads to AGR Leads and Director of Catering. General inquiries are to be pre-qualified before being forwarded.  Event date, event type, times, # of pp, etc…are to be recorded on an inquiry sheet
  • Deliver, pick up and distribute internal and external correspondence twice daily.
  • Weekly Log Lead Sheets & Funnel Reports from Delphi
  • Create Weekly Catering/EM Manager Work Schedules and have approval from CAT/EM Directors
  • Book Complimentary Rooms for Anniversary Stays & Cakes (and other Comp Rooms)
  • Maintenance of catering supplies and putting together sales/site packets (menus, resort information, and office supplies).
  • Update Preferred Vendor List for January and August each year.
  • Every May start Comp Set for all menus.
  • Ability to multi-task, organize projects and work at a self-directed pace.
  • Other duties as requested.

Event Management Essential Functions:

  • Assist manager in blocking function space, typing introduction letters to clients, preparing event orders from client specifications, typing resumes, food and beverage reports and all other materials pertaining to upcoming conventions. Prepare VIP paperwork and deliver to Room Service accordingly.
  • Phone responsibilities: Accept and direct phone calls in a polite and efficient manner. Handle guest inquiries and follow through on questions. Forward messages on to appropriate manager as needed. 
  • Creating Weekly Run and delivering to various departments in the resort.
  • Prepare and distribute daily, Weekly & Monthly Reports (Daily Events/Posting/Lobby Reader Board, Weekly EO Run, Group Pick-Up Report, 10-Day Forecast)
  • Delivering correspondence to various departments in the resort.
  • Prepare and distribute future group event order packet on designated weekday.
  • Serve as a back-up for the Event Management Manager when necessary.
  • Maintenance of supplies (menus, resort information, and office supplies).
  • Ability to multi-task, organize projects and work at a self-directed pace.
  • Assist with setting up Pre & Post Cons.
  • Other duties as requested.

Qualifications:

Education: High School diploma or equivalent

Experience: One year of administrative experience preferred. Previous experience in the Hospitality Industry & Delphi preferred.

Certificates or Licenses: N/A

Knowledge, Skills, and Abilities:

The individual must possess the following knowledge, skills, and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

  • Proficiency in Microsoft Office including Word, Outlook and Excel.
  • Ability to handle multiple tasks with efficiency and ease.
  • Highly organized.
  • Knowledge of Delphi event management system, a plus.
  • Knowledge of resort facilities and operations, a plus.
  • Ability to work well in a dynamic environment, where the need for adaptability, flexibility, and quick thinking are commonplace.
  • Ability to maneuver up and downstairs and between administrative offices and around resort for mail, correspondence, copies, and faxes, etc.
  • Able to communicate effectively in English

Personal Characteristics:

  • Behaves Ethically
  • 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 for a four diamond resort (Specific grooming standards are available for review)
Logo for Arizona Grand Resort & Spa

Arizona Grand Resort & Spa

8000 South Arizona Grand Parkway

Phoenix, AZ 85044

Telephone (602) 438-9000