Administrative Assistant

Talentify; White Sulphur Springs (WV); On-site; USD 32,000 - 42,000; Full time

Job summary

Talentify is seeking an Administrative Assistant for the Event Services department. The role supports planning and execution of events, managing guest interaction, and handling clerical tasks.

You will work closely with Event Services Managers on on-site logistics, dining, transportation, and program details to ensure smooth operations. The position requires strong Microsoft Office skills and the ability to handle multiple tasks in a fast-paced environment.

Qualifications

• Prior administrative experience is required.
• Experience in guest-facing roles is preferred, minimum 2 years.

Responsibilities

• Support Event Services Management in planning and executing events.
• On-site logistics to enhance customer service.
• Type letters, correspondences and e-mails.
• Organize activities, dining, transportation and related services for programs.
• Create Group Resumes and Banquet Event Orders.
• Run and distribute daily event reports.
• Answer calls for Event Services and managers.
• Perform other duties as required.

Skills

Administrative experience

Guest interaction

Written communications

Verbal communications

Team collaboration

Education

High School Diploma or GED

Some college or secretarial certification

Tools

Microsoft Word

Excel

Outlook

OPERA

Concepts

Open Table

SharePoint

Safe Locks

Job description

Position: Administrative Assistant

Department: Event Services

Start Date: As soon as available

Responsibilities

Support the Event Services Management team during the planning and execution of event (guest interaction, organizational responsibilities, detailing programs, clerical responsibilities, etc)

• Work Closely with Event Services Managers to complete on site logistics to enhance customer service
• Type letters, correspondences and e-mail responses
• Organize activities, dining, transportation, and organization of all related services required to fulfill program requirements
• Create Group Resumes and Banquet Event Orders
• Run and distribute daily reports regarding group events
• Answer Event Service department and individual Event Services Managers telephone calls
• Other tasks as required

Normal Working Hours

• Monday through Friday 8:30 am – 5:00 pm
• Some weekends and holidays maybe required based on business levels
• Hours are reduced during non-peak group business time periods

In order to be successful in this position, the ideal candidate must meet the following criteria.

Past Work Experience Requirements

• Previous administrative experience
• Must be in a guest contact position for at least 2 years with hospitality experience preferred

Educational Requirements

• High School Diploma or GED
• Some college or secretarial certification preferred

Communication Skills Requirements

• Verbal: phone, in-person, group settings
• Written: email, letters, and reports
• Organizes and presents ideas effectively in both oral and written form
• Meets Event Services Managers needs for important and timely information
• Must be able to treat sensitive information appropriately
• Multi tasked individual that can data entry, listen, communicate verbally with guests at the same time
• Communicates in a positive and professional manner both verbally and in written communications

Technical Requirements

• Required – proficient in Microsoft Word, Excel and Outlook
• Must be able to learn – OPERA, Concepts, Open Table, SharePoint, Safe Locks

Other Requirements

• Keeps current with technology
• See things from the perspective of the guest and looks for solutions where all parties benefits
• Must be able to remain positive and work in a fast-paced team-oriented work environment

Work Postures

• Sitting
• Bending/Stooping
• Arm/Hand Movement

Required Supervision

• Reports directly to assigned Event Service Managers
• Then the Director of Event Services