What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT position at Ponte Vedra Inn & Club?
Thank you for applying to one of the most premier places to work in the Northeast Florida! People are our greatest asset and we are currently seeking people like you who have a desire to join our team.
The Food & Beverage Administrative Assistant plays a vital role in supporting the daily operations of the Food & Beverage department by providing exceptional administrative support to departmental leadership. This position works closely with the Director of Food & Beverage, outlet managers, and operational leaders to coordinate communications, maintain departmental resources, support purchasing and financial processes, and assist with special events and operational initiatives.
The ideal candidate is highly organized, proactive, detail-oriented, and thrives in a fast-paced luxury hospitality environment while maintaining the highest level of professionalism and confidentiality.
Essential Responsibilities
Education
Join a premier luxury hospitality organization where exceptional service, teamwork, and memorable experiences are at the heart of everything we do. As the Food & Beverage Administrative Assistant, you will play an integral role in supporting one of the resort's most dynamic departments while contributing to outstanding experiences for our members, guests, and colleagues.
An Equal Opportunity Employer Drug-Free Workplace
The Food & Beverage Administrative Assistant plays a vital role in supporting the daily operations of the Food & Beverage department by providing exceptional administrative support to departmental leadership. This position works closely with the Director of Food & Beverage, outlet managers, and operational leaders to coordinate communications, maintain departmental resources, support purchasing and financial processes, and assist with special events and operational initiatives.
The ideal candidate is highly organized, proactive, detail-oriented, and thrives in a fast-paced luxury hospitality environment while maintaining the highest level of professionalism and confidentiality.
Essential Responsibilities
- Provide comprehensive administrative support to the Director of Food & Beverage and outlet leadership.
- Coordinate calendars, meetings, correspondence, and departmental communications.
- Prepare daily, weekly, monthly, and ad hoc operational reports.
- Lead and execute administrative special projects including menu updates, seasonal promotions, operational communications, and departmental initiatives.
- Process invoices, organize purchasing documentation, maintain vendor records, and assist with departmental purchasing.
- Maintain and update departmental files, menus, Standard Operating Procedures (SOPs), forms, and operational documents.
- Coordinate reservations, VIP dining requests, special guest preferences, and other guest-related administrative needs.
- Support banquet, catering, and resort event operations by reviewing Banquet Event Orders (BEOs), preparing event documentation, coordinating with Conference Services, and communicating operational details to department leaders.
- Assist with holiday dining events, weddings, wine dinners, tastings, member functions, and other special events before, during, and after execution.
- Prepare onboarding materials, training resources, schedules, and departmental administrative documentation.
- Answer incoming calls, monitor departmental email, and respond to inquiries in a timely and professional manner.
- Maintain office organization including filing, record retention, document management, and data entry.
- Monitor office supply inventory and coordinate purchasing of departmental supplies.
- Assist leadership with scheduling, meeting preparation, presentations, and operational planning.
- Maintain confidentiality regarding financial information, employee records, and business operations.
- Perform additional administrative and operational duties as assigned.
Education
- High School diploma or equivalent required.
- Associate's degree or post-secondary education in Hospitality Management, Business Administration, or a related field preferred.
- Minimum two years of administrative experience required.
- Hospitality, hotel, private club, resort, restaurant, or food & beverage administrative experience strongly preferred.
- Experience supporting multiple leaders and coordinating special events preferred.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
- Experience with hospitality software, point-of-sale systems, reservation systems, Delphi, purchasing platforms, or similar applications preferred.
- Strong organizational, time management, and multitasking skills.
- Excellent written and verbal communication skills.
- Exceptional attention to detail with the ability to prioritize multiple projects simultaneously.
- Ability to maintain confidentiality and professionalism in all situations.
- Strong customer service mindset with a passion for delivering exceptional hospitality.
- Ability to work independently while collaborating effectively with multiple departments.
- Ability to stand, walk, bend, reach, and lift up to 25 pounds.
- Ability to work indoors and outdoors in varying weather conditions.
- Ability to safely operate a motor vehicle when necessary.
- Ability to occasionally move beverages, supplies, ice, and other operational materials.
- Ability to work a flexible schedule including weekends, evenings, holidays, and special events as business demands require.
Join a premier luxury hospitality organization where exceptional service, teamwork, and memorable experiences are at the heart of everything we do. As the Food & Beverage Administrative Assistant, you will play an integral role in supporting one of the resort's most dynamic departments while contributing to outstanding experiences for our members, guests, and colleagues.
An Equal Opportunity Employer Drug-Free Workplace