Conference Services & Catering Sales Administrative Assistant

Position Summary:

The Conference Services& Catering Sales Administrative Assistant provides friendly, efficient clerical and administrative support to the Conference Services and Sales Manager.

Expected Contributions:

• Adhere to standards of operations, policies, procedures, instructions, etc.,
• Responding to telephone inquiries by determining client's needs and specifications for referral to department managers.
• Maintain a complete database of accounts and bookings.
• Create, process, and complete Catering and Wedding contracts.
• Follow all established Standards of Operation, policies, and procedures - generating and completing all necessary forms, correspondence, etc.
• Properly convey rate and package information within approved limits to maximize and protect our overall resort revenue yields.
• Perform in a manner that demonstrates the philosophies of Big Cedar Lodge.
• Assist and troubleshoot with groups contacts when Catering Managers are not available.
• Execute daily Delphi activities
• Work closely with all departments such as Sales, Banquets, and Group Rooms to ensure that all details are communicated to ensure a successful guests experience.
• Perform other tasks as needed, directed, or assigned.

Essential Functions:

• Remain current with all pertinent computer software programs and equipment relative to job - Delphi, Outlook, Excel, Word, Power Point, etc.
• Have working knowledge of all departments, Big Cedar Lodge, and the resort's amenities.
• Must be organized, detail orientated, and able to handle multiple tasks at one time.
• Load and unload equipment and materials into vehicles
• Must be able to consistently lift 50 pounds.

Candidate Profile:

• Education and Experience

High school diploma or GED;

Strong keyboarding / computer skills and knowledge are required. Previous experience working closely with guests in a hospitality setting is desired.

• Skills and Knowledge
  • Writing- Communicating effectively in writing as appropriate for the needs of the audience.
  • Basic Computer Skills- Using basic computer hardware and software (e.g., personal computers, word processing software, Internet browsers, etc.).
  • Reading Comprehension- Understanding written sentences and paragraphs in work related documents.
  • Oral Comprehension- The ability to listen to and understand information and ideas presented through spoken words and sentences.
  • Clerical- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Analytical/Critical Thinking- The ability to gather and organize information using a logical and systematic process; recognize patterns and relationships in complex data; examine data to identify implications, problems and draw appropriate conclusions; generate alternative solutions to problems; evaluate strengths, weaknesses and consequences of alternative solutions and approaches to solving problems.
  • Education and Training- Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.
  • Customer and Personal Service- Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Number Facility- The ability to add, subtract, multiply, or divide quickly and correctly.
  • Originality- The ability to come up with unusual or clever ideas about products, services or situations, or to develop creative ways to solve a problem.
  • Adaptability- Ability to effectively adjust to major changes in work tasks or the work environment.
  • Aligning Performance for Success- Skilled at focusing and guiding others in accomplishing work objectives.
  • Building Trust- Ability to interact with others in an honest, fair and respectful way; giving others confidence in one's intentions and those of the organization.
  • Communication- Skilled at clearly conveying information and ideas through a variety of media; engaging the audience and helping them understand and retain the message.
  • Customer Focus- Ability to develop and sustain productive customer relationships; actively seeking information to understand and address customers' needs.
  • High Work Standards- Sets high standards of performance for self and others; assumes responsibility and accountability for successfully completing assignments or tasks.
  • Planning and Organizing- Skilled at establishing courses of action for self and others to ensure work is completed efficiently.
  • Problem Solving / Decision Making- Ability to identify and understand issues, problems, and opportunities; using effective approaches for choosing a course of action or developing solutions.
  • Certificates, License, Registrations- A safe driving record and the ability to obtain a Missouri E or Arkansas P designated driver's license.