What are the responsibilities and job description for the Administrative Assistant position at La Jolla Country Club?
La Jolla Country Club is a private Golf Club seeking a Full-Time Administrative Assistant for our Food and Beverage Department. Summary:Provides high-level administrative and clerical support for the Assistant Food & Beverage Director and the Food & Beverage Director. Assists in the facilitation of private banquets, business, & social meetings and other member & member-sponsored activities as well as club-organized events. Essential Duties: Accurately maintain Banquet Department Catering Master Calendar (RED BOOK) or Catering System Program.Update & maintain Assistant Food & Beverage Director’s appointment book.Assist in booking parties by compiling information required .Coordinates small banquets (under 25).Update & maintain copies of banquet, Club Event & special menus Prepare and distribute all Assistant Food & Beverage Director approved Banquet Event Orders (BEO), ensuring timely and accurate information and distribution.Prepare and distribute Weekly BEO Pilot and package no later than Tuesday for the following week.Communicate banquet changes immediately to all parties involved to ensure consistent quality service and proper billing. Obtain signed contracts for all events. Obtains deposits based on pre-established criteria and forward to the Assistant Food & Beverage Director.Send the Member-Guest Report to all members hosting & sponsoring parties.Send Banquet Contracts to Sponsoring Members and Sponsored Party Hosts.Mail/fax current Catering Menus to members and sponsored party hosts on request.Organize and Maintain Banquet Office Files. Maintains the historical files of all Events.Timely response to all inquiries and requests from members, guests, vendors, coworkers and management whether verbal, written or via email correspondence.Assist the Assistant Food & Beverage Director in ordering non-negotiable special services (flowers, rentals, valet, entertainment, etc.)Create and maintain table numbers for Banquet Department.Create menu signs for major Club Buffet Events.Return all incoming phone messages that do not directly require Assistant Food & Beverage Director’s attention.Conducts scheduled communication follow-up with member or event contact to provide all necessary banquet information. Other Banquet/Special Event related duties as assigned by the Assistant Food & Beverage Director.Assist and serve as back-up administrator for maintaining PACE Report Event Projection entries.Must be able to keep all issues confidential without exception. Other duties as assigned.
Salary : $21 - $28