Luxury Catering & Events Coordinator

Four Seasons; Napoli; On-site; EUR 28,000 - 38,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401K

Job summary

Four Seasons is seeking an organized administrative assistant to provide support to the Event and Catering Sales teams, handling incoming calls, drafting letters and contracts, and coordinating meeting logistics and guest services.

You will maintain filing systems, assist with catering programs, and ensure smooth front‑of‑house operations, demanding strong written skills and proficiency in MS Office, with industry tools.

Qualifications

• College education/degree preferred or equivalent experience.
• Minimum two years previous experience in a secretarial, hotel, and/or related experience required.
• High attention to detail.
• Exceptional organizational skills.
• Ability to multitask.
• Must be able to type at least 50 wpm.
• Able to handle a large volume of telephone calls in an efficient and courteous manner.
• Extremely strong written communications skills.
• Proficient in MS Word, Excel, Internet, Outlook and Delphi (a plus).
• Strong and effective communication skills.
• Ability to read, write, and speak English.

Responsibilities

• Receive and respond to incoming telephone calls in accordance with Four Seasons Standards and assist with overflow calls for Sales & Marketing, Food & Beverage, and Executive Office.
• Prepare accurate written correspondence including letters, contracts, reports, banquet event orders, schedule of events, printed menus, and e-mails using Golden Sales & Catering, Social Tables, Power BI, and Microsoft O365.
• Maintain accounts, including traces, creating and updating bookings, manipulating events in the function diary and the preparation of Banquet Event Orders.
• Facilitate all aspects of internal Four Seasons Meeting Program under the guidance of the Catering Sales/Event Managers.
• Complete daily and weekly distribution of Catering correspondence to the hotel operating departments as required. Examples: Amenity Cards, Resumes and Banquet Events Orders.
• Maintain the various Catering file systems, both electronic and paper, including Account Files, Program Evaluation Database, Master binders for Banquet Event Orders and Resumes.
• Operate a variety of electronic and manual office resources, including but not limited to laser printers, multi-function copy machines, fax machines, paging system, a bindery machine.
• Comply with Four Seasons standards for sales and marketing, while working harmoniously and professionally with co-workers and Planning Committee.
• Periodically assist with front of house operations including greeting and directing guests, manning hospitality desks, and working with Banquets on 'quick sets' or teardowns.
• Perform other tasks or projects as assigned by hotel management.
• Maintain an inventory of all standard department supplies and printed materials, including but not limited to Catering Corporate and wedding packets, special menu cards and velum.
• In the absence of a Catering or Event Management, assist clients and seek out solutions to requests in a friendly, caring and helpful manner.
• Participate in scheduled departmental and administrative meetings as requested.
• Create purchasing orders for the department.

Skills

Attention to detail

Organizational skills

Multitasking

Typing speed 50 wpm

Written communication

English proficiency

Education

College degree or equivalent experience

Tools

MS Word

Excel

Internet

Outlook

Delphi

Job description

Four Seasons is seeking an organized administrative assistant to provide support to the Event and Catering Sales teams, handling incoming calls, drafting letters and contracts, and coordinating meeting logistics and guest services.

You will maintain filing systems, assist with catering programs, and ensure smooth front‑of‑house operations, demanding strong written skills and proficiency in MS Office, with industry tools.