Catering & Private Events Admin Assistant

Oaks Club Corporation; Osprey (FL); On-site; USD 36,000 - 48,000; Full time

Job summary

The Oaks Club in Florida seeks a friendly, organized Administrative Assistant to support the Catering & Private Events Manager and Assistant General Manager. You will help ensure that club events are coordinated smoothly and our members receive exceptional service.

This role requires strong communication, attention to detail, and the ability to manage multiple tasks in a fast-paced environment. Proficiency with computers and a professional, team-oriented demeanor are essential.

Qualifications

• Previous administrative, hospitality, catering, or event-planning experience preferred.
• Excellent written and verbal communication.
• Strong organizational skills and attention to detail.
• Ability to prioritize and meet deadlines in a fast-paced environment.
• Comfortable learning new computer programs.
• Professional, positive, and approachable demeanor.
• Ability to work collaboratively in a team.
• Ability to handle confidential information professionally.
• Strong member-service skills and professional boundaries.

Responsibilities

• Respond promptly and professionally to member phone calls and emails.
• Assist members with questions regarding private events, room reservations, event availability, and upcoming functions.
• Work closely with the Catering & Private Events Manager to ensure members receive complete and accurate information.
• Prepare, review, and update BEOs, including event dates/times, contact info, room assignments, menus, services, pricing, attendance, and billing.
• Track event count changes and update BEOs throughout the day.
• Highlight, print, and distribute BEO updates to the appropriate departments.
• Maintain the catering boards in the kitchen and ensure event information remains current.
• Print and distribute two-week BEO packets every Monday.
• Schedule and reserve meeting spaces for internal Club meetings.
• Schedule appointments for the Catering & Private Events Manager and Executive Chef, including calendar invites.
• Voucher vendor invoices accurately and promptly.
• Assist with booking entertainment and maintaining the monthly entertainment calendar.
• Maintain regular communication with the Catering & Private Events Manager and Assistant General Manager regarding current and upcoming events.
• Provide administrative support for special projects and other department needs.
• Protect confidential information involving members, employees, and Club operations.
• Support the Club’s core values and commitment to outstanding member service.

Skills

Communication skills

Organization

Prioritization

Computer literacy

Professional demeanor

Teamwork

Judgment & confidentiality

Member service

Job description

The Oaks Club is seeking a friendly, organized, and detail-oriented Catering & Private Events Administrative Assistant. This position provides essential administrative support to the Catering & Private Events Manager and Assistant General Manager while helping ensure that Club events are properly coordinated and our members receive exceptional service.

The ideal candidate is professional, dependable, comfortable learning new computer programs, and able to manage multiple priorities in a fast-paced environment. Strong communication, organization, and follow-through are essential for success in this role.

Key Responsibilities

• Respond promptly and professionally to member phone calls and emails.
• Assist members with questions regarding private events, room reservations, event availability, and upcoming functions.
• Work closely with the Catering & Private Events Manager to ensure members receive complete and accurate information.
• Prepare, review, and update Banquet Event Orders (BEOs), including event dates and times, contact information, room assignments, menus, services, pricing, attendance counts, and billing details.
• Track event count changes and update BEOs throughout the day.
• Highlight, print, and distribute BEO updates to the appropriate departments.
• Maintain the catering boards in the kitchen and ensure event information remains current.
• Print and distribute two-week BEO packets every Monday.
• Schedule and reserve meeting spaces for internal Club meetings.
• Schedule appointments for the Catering & Private Events Manager and Executive Chef, including calendar invitations and relevant event information.
• Voucher vendor invoices accurately and promptly.
• Assist with booking entertainment and maintaining the monthly entertainment calendar.
• Maintain regular communication with the Catering & Private Events Manager and Assistant General Manager regarding current and upcoming events.
• Provide administrative support for special projects and other department needs.
• Protect confidential information involving members, employees, and Club operations.
• Support the Club’s core values and commitment to outstanding member service.

Qualifications and Skills

• Previous administrative, hospitality, catering, event-planning, or customer-service experience is preferred.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to prioritize assignments and meet deadlines in a fast-paced environment.
• Comfortable working with computers and learning new programs.
• Professional, positive, and approachable demeanor.
• Ability to work collaboratively as part of a team.
• Sound judgment and the ability to handle confidential information appropriately.
• Strong member-service skills and the ability to maintain professional boundaries.

Physical Requirements

• Ability to lift, carry, push, pull, or otherwise move items weighing up to 30 pounds.
• Ability to move between administrative, dining, kitchen, and event areas as needed.

This position primarily works in a professional, climate-controlled office and Club environment. The employee may occasionally enter commercial kitchen areas where temperatures and noise levels vary or assist in outdoor event areas subject to Florida weather conditions.