Catering Administrative Assistant

Jobs2Web; Irvine (CA); On-site; USD 42,000 - 56,000; Full time

Job summary

Hotel Irvine is seeking an experienced administrative professional to provide high-level support to the executive team. duties include scheduling, preparing agendas, organizing meetings, and handling communications.

You will manage calendars, coordinate travel, process expense reports, and help with reporting and file organization. The ideal candidate has 1–3 years in admin support, a bachelor's degree preferred, and strong verbal and written communication.

Qualifications

• 1 to 3 years of experience in administrative support or relevant work experience.
• Bachelor's degree preferred.
• Must be organized and capable of managing tasks on multiple, concurrent projects.
• Excellent verbal and written communication skills.

Responsibilities

• Schedule and prepare agendas for regular and special meetings; secure information and compile reports.
• Prepare communications including emails, memos, meeting agendas and minutes.
• Process expense reports and approve invoices; monitor budgets for expenses and office supplies.
• Manage calendars, coordinate travel as needed, and file or deliver finalized documents.
• Administer and maintain project files, both hard copy and electronic.
• Assist in setting up conference calls and arranging meeting supplies.

Skills

Administrative support

Calendar management

Verbal communication

Written communication

Interpersonal skills

Multitasking

Travel coordination

Education

Bachelor's degree preferred

Job description

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Performs a broad range of duties for an executive or executive team, as assigned. Responsible for scheduling and preparing agenda for regular and special meetings, for securing requested information and for compiling various reports. Manages appointment requests and maintains assigned calendars. Handles telephone calls, routing them to others or dealing with them directly, as appropriate; arranges conference calls and related meeting room set-up. Prepares a variety of communications including emails, memos, meeting agendas and meeting minutes. Processes expense reports and approve invoices. Monitors budgets for expense and office supply spending.

Provide administrative support and coordination on projects as assigned.

Coordinate and schedule meetings, maintain calendars, and answer calls as assigned.

Distribute and track documents, ensure proper routing/approvals, and deliver or file when finalized.

Audit and prepare expense reports and check requests and route for approval.

Prepare presentations, meeting agendas, letters and other written communications.

Administer, organize and maintain project files, hard copy and electronically.

Facilitate in setting up conference calls (e.g., video, or telephone, or other electronic variations) and arranging all necessary meeting supplies (i.e. meeting agenda, exhibits, and lunch orders).

May book travel as needed.

Attend project meetings and prepare meeting minutes as needed.

• Perform other related duties as assigned.

Minimum Qualifications / Other Expectations:

1 to 3 years of experience in administrative support or relevant work experience.

Bachelor's degree preferred.

Must be organized and capable of managing tasks on multiple, concurrent projects.

Must have excellent verbal and written communication skills.

Must have well-developed interpersonal skills with the ability to establish highly functional relationships with diverse personalities both within and outside the company.

Project a professional image and demeanor.

Understand, apply, and comply with all company policies and procedures.

A breath of fresh air in an otherwise mundane sea of ordinary, Hotel Irvine offers a sleek, vibrant, look delivering a contemporary hospitality experience that provides guests with personalized service, pops of bright color and energy bursting from every space.

Our employee community is comprised of hard-working, dedicated hospitality professionals who deliver genuine, personalized service that stays with guests long after they’ve left. It’s an environment populated with talented, passionate and experienced people, a collaborative spirit and ample opportunities.

The Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.