Catering Administrative Assistant

At the Washington Duke Inn & Golf Club, JB Duke, and The Lodge at Duke Medical center we believe that innovation is born from an engaged culture of people and ideas. The Catering Administrative Assistant coordinates all catered event bookings.

Benefits:

• Health, Dental, Vision, Short-Term/Long-Term Disability, Critical Illness & Accident Coverage, and Life Insurance

• 8 Paid Holidays, Paid Time Off
• 401k with employer match (eligible after 6 months of employment)
• Free Parking & Complimentary Employee Meals
• Family & Friends Discounts
• Employee Assistance Program (EAP)
• Growth Opportunities

Responsibilities:

• Maintain event book control.
• Book small meetings, seminars, showers, association and small business, and social groups.
• Verify and prepare a summary of all contracts initiated by catering and sales with event book and preview for accuracy, proper space utilization, format, and pricing.
• Assist in coordinating and distributing all 72-hour guarantees, changes and cancellations.
• Route incoming calls for catering information and channel to the appropriate Catering Sales representative or his/herself, depending upon the size and nature of the business, and within the parameters set by the Director of Catering.
• Order all audio/visual equipment for meetings, maintain log for same and insure proper billing for same.
• Order all specialty cakes, flowers, decorations and coordinate seating diagrams, second deposit trace, set up instructions, floor plans and special instructions for all events, with special care paid to VIP groups and social events.
• Handle all sleeping room bookings for small groups, select VIP's and coordinate all large room bookings for weddings, Bar Mitzvah's and select corporate groups.
• Ensure all charges and note on contracts for collection from client.
• Prepare post event reports.
• Trace and re-solicit all catering files periodically.
• Assist in the preparation of the monthly reports.

• 1 year of administrative assistant experience in catering, events or related field.
• 1 year of customer service experience
• Ability to multitask and prioritize heavy workload.
• Proficient in Microsoft products
• Ability to sit, walk or stand for prolonged periods of time.