Catering Administrative Assistant

The Olympic Club; San Francisco (CA); On-site; USD 40,000 - 57,000; Full time

Job summary

The Olympic Club in San Francisco, CA is actively seeking a Catering Administrative Assistant. This full-time role supports the Lakeside Catering department, coordinating calendars, reservations, and communications for weekly events.

You will work closely with the Director of Catering & Events, use Whoosh software, and assist with event billing and supply orders. Evening and weekend work may be required to meet club needs.

Qualifications

• Strong English communication skills, both oral and written.
• Proficiency with Word, Excel, Outlook, and MS Office Suite.
• Experience in catering or hospitality environments; 2+ years preferred.
• Highly organized and able to work evenings or weekends as needed.

Responsibilities

• Answer phones and greet members.
• Schedule calendars and staff meetings.
• Prepare communications, such as memos and invoices for the catering department.
• Create buffet tags and weekly menus.
• Take and confirm dining and special event reservations; follow up with members.
• Attend weekly BEO meetings and summarize outcomes.
• Be a key user of Whoosh software and manage Lakeside event schedule.
• Assist with event billing and orders for supplies.

Skills

English communication

MS Office

Outlook

Catering software

Word

Excel

Team player

Hospitality

Customer service

Tools

Whoosh software

Catering Software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Catering Administrative Assistant

Full Time San Francisco, CA, US

7 days ago Requisition ID: 1344

Salary Range: $35.00 To $35.00 Hourly

The Olympic Club is hiring for full-time Catering Administrative Assistant.

Steeped in rich history of tradition, The Olympic Club was founded in 1860. It is one of the nation’s oldest private member athletic clubs, is comprised of the City Clubhouse in downtown San Francisco and the Lakeside Clubhouse on the border of San Francisco and Daly City.

The City Clubhouse is a spectacular historic building in downtown San Francisco offering eighteen hotel rooms, dining and banquet facilities, athletic courts, two pools, a fitness center, locker rooms, a retail shop and other amenities including massage, steam/sauna, shoeshine, and a barbershop.

Overlooking the beautiful Pacific Ocean, the Lakeside Clubhouse boasts two championship golf courses, the Lake and Ocean, and one executive course, the Cliffs. With its spectacular view of the golf courses, the Lakeside Clubhouse offers dining and banquet facilities, locker rooms, tennis courts and a fitness center with lap pool.

Position Overview:

Reporting to the Director of Catering & Events, this role is primarily responsible for supporting the Lakeside Catering department.

Essential functions and responsibilities:

• Answer phones and greet members.
• Schedule appointments and maintain calendars.
• Schedule and coordinate staff and other meetings
• Collate and distribute mail.
• Prepare communications, such as memos, emails, invoices, reports and other catering department correspondence.
• Create and maintain buffet tags for weekly events.
• Create menus required for weekly events.
• Take and confirm dining and special event reservations and provide information to others about these events. Make confirmation calls to members regarding event reservations.
• Attend weekly BEO meetings and create a weekly synopsis of the meeting and distribute to departments throughout the club.
• Will be a key user of Whoosh software and overall Lakeside Clubhouse event schedule
• Maintains effective relationships with members and is able to provide reservations throughout the club.
• Assists the Director of Catering & Events with event billing.
• Orders office supplies for the catering department.
• Assists the Catering Coordinator with any additional printing needs for the catering department.
• Acts as a key administrative teammate to all staff members and is open and transparent in all communications.
• Must be able to work some evenings and weekends based on operational needs
• Takes and forwards any inquiries to the right departments when needed.
• Complies with all federal, state and local employment laws, safety regulations and guidelines, Olympic Club bylaws and house rules, Club policies and procedures and Union contracts

Regular attendance required based on business expectations and needs.

Complies with all federal, state, and local employment laws, safety regulations and guidelines, Olympic Club bylaws and house rules, Club policies and procedures and Union contracts.

Non-essential Functions and responsibilities:

• Attend Management meetings and other meetings as requested by the Senior Director of Clubhouses

Qualifications Required:

• Strong oral and written English communication skills
• Use of computer basic computer programs such as Word, Excel, MS Office Suite & Catering Software
• Working knowledge of Outlook
• Member service and hospitality oriented
• Previous Club or hotel experience highly preferred
• Able to represent the Club in a professional manner
• Minimum 2 years’ experience as a catering assistant or administrative role at a high end/upscale hotel or club.
• Highly organized, self-motivated, creative and exceptional team player
• Excellent communicator, both verbal and through email, and interpersonal skills
• Proven ability to lead, motivate and develop team members
• Ability to organize days from information BEOs

Qualifications Desired:

• Work experience within the club/hospitality industry.
• Experience with club management systems a plus.

Success factors/Job Competencies:

• Organization/Time Management–Highly organized, strong project management skills and ability to prioritize activities and events.
• Communication - Able to communicate effectively with members, staff, management and.
• Management- Able to manage processes and procedures up to Club standards.
• Collaboration – Able to collaborate with the members, management, and staff to promote the Club’s culture of service and the Club’s mission and vision.
• Problem analysis and resolution at both strategic and functional levels.
• Commitment to Club values.

Interviews are by scheduled appointment only. All employment offers are pending satisfactory results from a background investigation and pre-employment drug testing. EOE M/F/D/V.