Administrative Assistant - Catering & Conference Services (Full Time)
Job Overview
Employment Type
Full-time
Hourly
Compensation
Hourly
Exact $25.00
Work Schedule
Standard Hours
Weekend Shifts
Benefits
competitive pay
Health Insurance
Dental Insurance
Vision Insurance
Life insurance
401k Retirement Plan
Employee Discounts
Employee golf privileges
Lunch Provided
Job Description
Pebble Beach Company, headquartered in Pebble Beach, California, is a prestigious luxury hospitality and resort company renowned worldwide for its exceptional properties and services. The company owns and operates The Lodge at Pebble Beach, The Inn at Spanish Bay, and Casa Palmero, along with five celebrated golf courses including Pebble Beach Golf Links, Spyglass Hill Golf Course, and The Links at Spanish Bay. Pebble Beach Company is recognized for hosting world-class events such as the Pebble Beach Concours d'Elegance, AT&T Pebble Beach Pro-Am, and the upcoming 2027 U.S. Open. With a commitment to excellent guest experiences and high standards, the company also offers diverse culinary and retail experiences, a Forbes Five-Star Spa, and an exceptional golf academy and practice facility.
The Administrative Assistant for Catering & Conference Services at Pebble Beach Company plays a pivotal role in supporting the smooth execution of weddings, social events, and special occasions. This role is designed to provide high-level administrative and organizational support to the Catering & Conference Services team, ensuring every event is delivered to the highest luxury standards. The assistant acts as the primary point of contact for clients, providing polished communication and ensuring that events are managed from initial inquiry through to successful completion. Key responsibilities include maintaining detailed client records, scheduling meetings and tours, generating reports, and assisting in the preparation of Banquet Event Orders and other essential documents. This position requires a detail-oriented individual who can efficiently manage multiple responsibilities in a time-sensitive environment while maintaining Pebble Beach Company's esteemed guest service standards.
The role also involves coordinating luxury once-in-a-lifetime events by anticipating client preferences and needs while ensuring all service delivery aligns with company policies and health and safety standards. The Administrative Assistant supports the execution of major events hosted by Pebble Beach, such as the Concours d'Elegance and various prestigious golf tournaments. This opportunity offers a competitive wage of $25.00 per hour and the chance to work in a dynamic and renowned luxury hospitality environment. The workweek is Tuesday through Saturday, allowing for flexibility and alignment with event schedules. This position not only emphasizes administrative excellence but also provides on-site event support to guarantee a seamless and elegant client experience, truly making this role integral to the success of Pebble Beach's catering and conference services.
The Administrative Assistant for Catering & Conference Services at Pebble Beach Company plays a pivotal role in supporting the smooth execution of weddings, social events, and special occasions. This role is designed to provide high-level administrative and organizational support to the Catering & Conference Services team, ensuring every event is delivered to the highest luxury standards. The assistant acts as the primary point of contact for clients, providing polished communication and ensuring that events are managed from initial inquiry through to successful completion. Key responsibilities include maintaining detailed client records, scheduling meetings and tours, generating reports, and assisting in the preparation of Banquet Event Orders and other essential documents. This position requires a detail-oriented individual who can efficiently manage multiple responsibilities in a time-sensitive environment while maintaining Pebble Beach Company's esteemed guest service standards.
The role also involves coordinating luxury once-in-a-lifetime events by anticipating client preferences and needs while ensuring all service delivery aligns with company policies and health and safety standards. The Administrative Assistant supports the execution of major events hosted by Pebble Beach, such as the Concours d'Elegance and various prestigious golf tournaments. This opportunity offers a competitive wage of $25.00 per hour and the chance to work in a dynamic and renowned luxury hospitality environment. The workweek is Tuesday through Saturday, allowing for flexibility and alignment with event schedules. This position not only emphasizes administrative excellence but also provides on-site event support to guarantee a seamless and elegant client experience, truly making this role integral to the success of Pebble Beach's catering and conference services.
Job Requirements
- Minimum of 2 years of administrative experience in luxury hospitality, event planning, or catering services
- Proficient in Microsoft Office Suite (Word, Excel, Outlook)
- Experience using Delphi, Amadeus and Salesforce software
- Strong attention to detail and problem-solving ability
- Polished communication and interpersonal skills
- Ability to manage multiple tasks simultaneously
- Available to work Tuesday through Saturday
- Commitment to maintaining confidentiality and company standards
- Comfortable providing on-site event support
- Ability to communicate professionally with high-profile clients
Job Qualifications
- Polished communication and interpersonal skills with the ability to engage high-profile clients
- Minimum of 2 years of administrative experience in luxury hospitality, event planning, or catering services
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
- Experience with software such as Delphi, Amadeus, and Salesforce
- Strong problem-solving skills and attention to detail
- Hospitality experience with understanding of weddings, high-end dining events, menu planning, wine pairings, and service standards preferred
- Minimum two years college-level education, B.A. or B.S. degree considered an asset
Job Duties
- Act as the primary support staff for the catering team
- Generate and distribute daily reports
- Maintain accurate client records, contracts, and process invoices
- Schedule, coordinate and set up meetings, venue tours, menu tastings, planning sessions and appointments
- Professionally communicate directly with clients via email, written correspondence, and telephone
- Answer telephone calls providing timely, polished, and professional responses
- Assist with the creation of Banquet Event Orders, Program Resumes, Cost Estimates, Event Diagrams, and Restaurant Reservations
- Maintain and organize client files, contracts, banquet event orders (BEOs), invoices, and payment records with confidentiality
- Ensure the highest level of guest service, anticipating client needs and assisting with last-minute event adjustments
- Provide on-site event support as needed, ensuring an elegant and seamless experience for clients and their guests
- Comply with all Pebble Beach Company safety and health policies and procedures
- Assist with the execution of major events including Pebble Beach Concours d'Elegance, AT&T Pebble Beach Pro-Am, and the 2027 U.S. Open at Pebble Beach
- Manage multiple tasks simultaneously in a time-sensitive atmosphere
- Maintain strong attention to detail and accuracy in all tasks
- Work standard hours from Tuesday to Saturday
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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