Administrative Assistant - Special Events (Full Time)

Company Background:

For over a century, friends and family, celebrities and athletes, world travelers and locals alike, have flocked to Pebble Beach Resorts. This stunning slice of California’s Monterey Peninsula is a wondrous place that we are proud to share. Pebble Beach Company, located in Pebble Beach, California, owns and operates the world-famous Pebble Beach Resorts, including The Lodge at Pebble Beach, The Inn at Spanish Bay and Casa Palmero at Pebble Beach. The company also operates five renowned golf courses: Pebble Beach Golf Links, Spyglass Hill Golf Course, The Links at Spanish Bay, Del Monte Golf Course and The Hay.

Its other famed properties include scenic 17-Mile Drive, The Spa at Pebble Beach, Pebble Beach Golf Academy & Practice Facility and Pebble Beach Equestrian Center. It annually hosts premier events such as the Pebble Beach Concours d’Elegance, AT&T Pebble Beach Pro-Am, TaylorMade Pebble Beach Invitational, Pebble Beach Food & Wine and PURE Insurance Championship Impacting First Tee.

Job Summary:

The Administrative Assistant assists the Special Events team to coordinate a wide variety of Special Event and Resort services in order to provide Sponsor recognition, appreciation, and expectations of the highest quality. Overall Special Event operation coordination focusing on the Pebble Beach Standards.

Essential Duties & Responsibilities:

• Assist with on-site inspections from special event-related clients/sponsors and vendors.
• Assist with updating and maintenance of client files, including contracts, and other pertinent information.
• Assist in the preparation of detailed documents describing client/vendor needs, to convey needs and expectations to department managers.
• Assist in the preparation of the special event menus.
• Assist in the preparation of the Hot Dates, maintaining a calendar of important deadlines.
• Assist in all of the special event pre-planning meetings to brief involved departments and solicit their input.
• Ensure that billing coordinator receives accurate information on services used.
• Use Microsoft Outlook to create and update calendar meetings, appointments, and training sessions.
• Compose and answer e-mail messages to individuals, various departments and vendors as needed.
• Learn and practice the Amadeus Sales/Catering Software System to assist in the creation of bookings/BEOs and to block function space.
• Compose transmittals, memos, faxes, correspondence and review, organize, and present non-confidential inter-office and postal mail, Federal Express and telecopies as directed by the Special Events Manager.
• Interact with and assist other managers, employees, and associates with information requested or required for the department.
• Anticipate local and hotel guest needs and expectations when called or asked upon.
• Schedule, coordinate, and set-up meetings, appointments, and travel arrangements.
• Prepare expense report(s) for the Manager if so directed. Complete the Trip Authorization Form (if required) and generate check requests as needed by the department.
• Assist with the ordering of office supplies for the department, if needed, with the Manager’s approval.
• Process department invoices for payment as required.
• Use Microsoft Word, Excel, Outlook, Visio, PowerPoint & Adobe Acrobat to create written correspondence, reports, presentation materials, and other documents from drafts, notes or dictation; and to create charts, graphs, and tables.
• Update event organizational charts. Work with different Pebble Beach Managers to accomplish this task.
• Assist with coordinating and implementing signage for events.
• Responsible for photo documentation during event setup, event week, and post-event teardown. File and label all pictures post-event. Update event week photo checklist.
• Request System: Reconcile PBC requests with relevant Special Events documents to include: power grid, timeline, diagrams and the hospitality inventory grid.
• Assist with preparing, labeling and distributing uniform jackets prior to event week.
• Assist Special Events manager with tent designs, orders, contracts, diagrams and invoices.
• Assist with coordinating and delivering credentials.
• Assist with updating, producing and distributing phone card list.
• Update power grid for event operations.
• Assist with creating and updating tent, rooms and map diagrams to scale using Microsoft Visio.
• Assist with updating and implementing event breakdown schedule.
• Assist with recruiting volunteer groups: create schedules, transportation, passes, guidelines and uniform lists.
• Research of projects via Internet or telephone.
• Assist with updating Operational Binder for Special Events manager.
• Update Light Tower Grid and corresponding map.
• Assist with formatting and distributing individual department recaps to be distributed throughout the company prior to event.
• Create vehicle passes, flatbed cart and golf cart tags using the online request system.
• Update and distribute BOH hospitality signs.
• Ability to adapt to any assignment or situation in a fast-paced operations environment.
• Comply with Pebble Beach Company Service Standards as well as Safety, Health and communication policies and procedures.

Required Skills:

• 3+ years administrative professional experience, especially in a hotel, resort or Event Planning.
• Professional telephone etiquette and excellent communication skills.
• Proficient in Microsoft Word, Excel and Outlook and PowerPoint.
• High school graduate or equivalent.
• Excellent organization and time management skills required. Must be extremely service oriented, accurate, and work with attention to detail. Ability to work well with both clients and department managers is critical. Must have skills and experience to plan and implement large group activities that require the coordination of numerous services. Excellent telephone skills required.
• Must work well under pressure and be capable of prioritization and completion of multiple tasks.
• Ability to regularly update supervisor regarding projects that are not routine, seeking approval where there are conflicts.
• Performance and timely completion of assigned tasks.

Desired Skills:

• Some college preferred with the focus on Hotel/Resort and Event Management.

Why work for Pebble Beach Company:

• Competitive Pay: $21.00 – $23.00/hour.
• Enjoy world-class health and wellness benefits. For Full Time employees, comprehensive medical, dental, vision, and life insurance is available. In addition, our Health & Wellness Center provides employees with unlimited access to a physician and medical team to tend to you and your family’s health needs free of cost.
• Prepare for your future. You will be eligible to participate in our 401(K) retirement program. Pebble Beach Company will match $.75 for every $1 you contribute to your 401(k), up to 6% of eligible compensation. In addition, the company will contribute an amount to your 401K each quarter based on your hours worked, along with a discretionary contribution at the end of each fiscal year.
• We encourage YOU to be our guest. You will receive discounts at all Pebble Beach restaurants, retail shops, and our Forbes Five Star Spa. In addition, Hotel discounts are also available during select seasons.
• Play our world-famous golf courses! Enjoy our Employee Golf Privileges including Employee Tee Times, Tournaments, and Company Club.
• Grow your career with Pebble Beach. We provide opportunities for ongoing learning and development, as well as promotions and transfers to advance your career.
• Lunch is on us. Enjoy a complimentary meal during your shift in our Employee Dining Room.

We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.