Wedding & Social Sales Administrative Assistant

Job Title

Wedding & Social Sales Administrative Assistant

Classification
Non-Exempt

Reports to
Wedding Sales Manager

Job Description

The Wedding & Social Sales Administrative Assistant provides administrative and operational support to the Wedding & Social Sales team to ensure an exceptional client experience from initial inquiry through event completion. This position assists with sales coordination, client communications, event documentation, and department organization while maintaining the highest level of professionalism, confidentiality, and hospitality.

Essential Functions

• Provide administrative support to the Wedding & Social Sales team.
• Answer incoming phone calls, emails, and online inquiries in a timely and professional manner.
• Schedule client appointments, venue tours, planning meetings, and follow-up appointments.
• Assist in the preparation of proposals, contracts, banquet event orders (BEOs), and other sales documents.
• Maintain accurate client files and update all information in the sales and catering management system.
• Process deposits, contracts, and other required event documentation.
• Assist with preparing wedding and social event packets, welcome gifts, and presentation materials.
• Coordinate communication between clients and internal departments including Food & Beverage, Banquets, Housekeeping, Front Desk, and Finance.
• Prepare weekly sales reports and other departmental tracking documents.
• Maintain calendars for the Wedding & Social Sales team and coordinate meeting schedules.
• Assist in organizing bridal shows, wedding expos, open houses, tasting events, and promotional events.
• Greet prospective clients and provide exceptional hospitality during property tours when needed.
• Monitor office supplies and maintain organized filing systems, both electronic and paper.
• Ensure contracts, certificates of insurance, permits, and required documentation are complete and filed appropriately.
• Support post-event follow-up, including thank-you correspondence, guest feedback, and client surveys.
• Maintain confidentiality of client and company information.
• Attendance to weekly Aloha meetings
• All other jobs and tasks as assigned

Competencies

• Client Focus
• Communication Proficiency
• Organizational Skills
• Stress Management/Composure
• Time Management
• Flexibility
• Teamwork Orientation

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

This position operates in all aspects of sales, food & beverage department, and indoor/outdoor environments in all types of weather conditions.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk and hear. This position is very active and requires standing, walking, bending, kneeling, stooping and crouching. The position may require lifting of products weighing up to 50 pounds.

PHYSICAL ENVIRONMENTAL DEMANDS:

• Stand- Over 3/4th of the time
• Walk- Over 3/4th of the time
• Sit- Under 1/3rd of the time
• Use hands to fingers, handle or feel- Over 2/3rd of the time
• Reach with arms and hands- Over 2/3rd of the time
• Climb or balance- Up to 1/3rd of the time
• Stoop, kneel, crouch or crawl- Up to 2/3rd of the time
• Talk or hear- Over 2/3rd of the time
• Lift minimum of 5lbs.- 50 lbs.- Over 2/3rd of the time
• Adherence to all policies and procedures delineated in the ICONA Handbook

Position Type/Expected Hours of Work

This is a hourly position. This role requires up to 40 hours a week to include nights, weekends, and holidays.

Travel

No travel is expected for this position.

Required Education and Experience

• High school diploma or equivalent required or Bachelor’s degree in Hospitality
• One-three year’s of administrative, hospitality, catering, or restaurant experience
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple projects while meeting deadlines.
• Proficient in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Professional appearance and customer-focused attitude.
• Ability to maintain confidentiality and exercise sound judgment.

Additional Eligibility Qualifications

• Compliant with state Alcoholic Beverage Control regulations

Other Duties

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.