Hospitality Admin & Events Coordinator

Grounded Hospitality; Carlton (OR); On-site; USD 48,000 - 62,000; Full time

Benefits offered by this job

PTO

Health insurance

Vision insurance

Dental insurance

Life insurance

401(k)

Job summary

Grounded Hospitality is seeking an Administrative Assistant, Hospitality & Connection to support the Director of Hospitality & Connection. You will help keep calendars, contracts, reports, and communications organized across catering, events, restaurant operations, and retreat programming.

The ideal candidate is organized, reliable, and comfortable behind the scenes in a fast-paced hospitality setting. This full-time, on-site role is based in Carlton, Oregon, with occasional duties at other

Qualifications

• 2–3+ years of administrative, office coordination, customer service, or similar experience in a fast-paced environment.
• Strong organizational and time management skills.
• Clear and professional written and verbal communication skills.
• High attention to detail and ability to manage multiple tasks and deadlines.
• Ability to maintain confidentiality and use good judgment.
• Reliable, proactive, and willing to take initiative within defined tasks and responsibilities.
• Professional, warm, and service-oriented demeanor.
• Proficiency with Microsoft Office and Google Workspace.
• Experience with scheduling tools, CRM systems, or project management software is a plus.
• Comfortable working in a dynamic environment where priorities may shift.

Responsibilities

• Manage calendars, schedule meetings, and coordinate appointments.
• Prepare documents, reports, meeting agendas, and correspondence.
• Organize electronic and paper files.
• Take meeting notes and track follow-up items.
• Help maintain project timelines, checklists, and shared calendars.
• Coordinate meetings between departments.
• Prepare event paperwork, contracts, proposals, and invoices.
• Maintain customer and event records.
• Assist with administrative tasks related to catering and event sales.
• Help coordinate internal communication between sales and operations.
• Assist with registrations, participant communications, schedules, and materials.
• Coordinate hospitality details for guests and presenters.
• Support special projects and company events as needed.

Skills

Administrative experience

Organization skills

Time management

Communication skills

Confidentiality

Initiative

Microsoft Office

Google Workspace

Scheduling tools

CRM systems

Project management software

Tools

Microsoft Office

Google Workspace

CRM systems

Project management software

Job description

Grounded Hospitality is seeking an Administrative Assistant, Hospitality & Connection to support the Director of Hospitality & Connection. You will help keep calendars, contracts, reports, and communications organized across catering, events, restaurant operations, and retreat programming.

The ideal candidate is organized, reliable, and comfortable behind the scenes in a fast-paced hospitality setting. This full-time, on-site role is based in Carlton, Oregon, with occasional duties at other