What are the responsibilities and job description for the Event Planning Administrative Assistant position at PCH Hotels & Resorts Inc.?
As a member of our hospitality team, the primary role of an Event Administrative Assistant is to provide efficient administrative support to the Director of Event Management and Event Managers to help streamline operations. This role plays a crucial part in ensuring the smooth operation of the Event team by handling various administrative and organizational responsibilities. This role circulates daily event sheets and weekly schedules, handles incoming calls, screens and directs them, coordinates group guarantees, prepares event meeting planner packets, and sends thank-you letters to guests accordingly. This role requires excellent organizational and time management skills, strong attention to detail, effective communication abilities, and proficiency in various software and office tools.
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· Coordinate timely and accurate communication of information regarding local functions or groups to relevant departments, ensuring seamless handling of each group's needs by providing necessary details to concerned personnel. |
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· Establish and maintain an organized and up-to-date filing system for local and group events to ensure easy access to event-related information. |
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· Prepare and distribute various documents, including daily event lists, weekly event sheets, memorandums, and banquet event orders, to appropriate personnel. |
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· Utilize Microsoft Word or Office software to efficiently type inquiry confirmations, thank-you letters, and other correspondence as needed. |
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· Handle incoming phone calls professionally and take detailed messages with essential information for proper follow-up and prompt action. |
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· Demonstrate a strong understanding of the property and its offerings, effectively promoting the hotel to potential guests or clients when required. |
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· Enter guarantees into the computer system to facilitate accurate food preparation and seamless service during events. |
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· Acquire proficiency with the computer system to input and manage in-house meetings, including coordinating set-ups, audio-visual requirements, and food preferences. |
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· Gather meeting planner Marriott Rewards numbers and initiate the Honored Guest Awards process with Accounting for timely distribution. |
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· Disseminate resumes to appropriate departments through email or hardcopies, including cover sheets and room block information. |
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· Prepare comprehensive meeting planner packets upon the group's arrival, containing essential information such as welcome letters, phone lists, schedules, and banquet event orders. |
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· Extend gratitude to groups upon their departure by sending thoughtful and appreciative thank-you letters. |
