HiringCafe
Posted 1d ago

Catering & Conference Services Administrative Assistant

@ Sandestin Golf and Beach Resort
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Miramar Beach, Florida, United States
OnsiteFull Time
Responsibilities:supporting events, preparing documents, maintaining records
Requirements Summary:High school diploma required; preferred administrative/hospitality/event planning experience; advanced Microsoft Office skills (Outlook, Word, Excel, PowerPoint, Teams); strong organization, communication, confidentiality, and ability to lift 25–50 lbs and stand for extended periods.
Technical Tools Mentioned:Microsoft Outlook, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Teams
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Job Description

Catering & Conference Services Administrative Assistant

About Sandestin Golf and Beach Resort

Nestled between the sparkling waters of the Gulf of Mexico and the tranquil shores of Choctawhatchee Bay, Sandestin Golf and Beach Resort is Northwest Florida's premier destination for leisure, meetings, weddings, and special events. Spanning 2,400 breathtaking acres, our award-winning resort offers world-class accommodations, championship golf, marina activities, dining, shopping, and unforgettable guest experiences.

At Sandestin, our success is built on the exceptional people who create memorable moments for our guests every day. We are committed to fostering a supportive, collaborative, and rewarding workplace where team members can grow their careers while making a meaningful impact. If you thrive in a fast-paced environment, enjoy creating exceptional experiences, and take pride in delivering outstanding service, we'd love to welcome you to our team.

Position Summary

The Catering & Conference Services Administrative Assistant plays a vital role in supporting the successful planning and execution of meetings, conferences, weddings, and special events throughout the resort. This position provides administrative and operational support to the Catering and Conference Services team while serving as a professional resource for guests, clients, and internal departments.

The ideal candidate is highly organized, detail-oriented, proactive, and committed to delivering exceptional customer service while managing multiple priorities in a dynamic hospitality environment.

Essential Duties and Responsibilities

  • Provide administrative support to the Catering and Conference Services Managers to ensure seamless event planning and execution.
  • Compose, prepare, edit, and distribute confidential correspondence, reports, contracts, presentations, and other business documents.
  • Maintain strict confidentiality of company records, personnel information, employee communications, salary adjustments, performance reviews, and other sensitive documents.
  • Serve as custodian of departmental records and corporate documents, ensuring accurate organization and filing.
  • Prepare, copy, organize, and distribute Banquet Event Orders (BEOs) in accordance with departmental standards and timelines.
  • Maintain and update the Master Banquet Event Order Book to ensure event information remains accurate and current.
  • Process, copy, and distribute Booking Recaps and event-related documentation as directed by the Catering and Conference Services team.
  • Answer incoming calls, emails, and correspondence professionally, responding independently when appropriate and directing inquiries as needed.
  • Assist meeting planners, event attendees, and resort guests with business center services and event-related requests.
  • Prepare welcome packets, information packets, memorandums, event materials, and client communications.
  • Compile, generate, and distribute departmental reports, schedules, and event summaries as needed.
  • Coordinate with internal departments to ensure accurate communication and successful execution of client events.
  • Assist guests by providing resort information, directions, transportation guidance, and solutions to service-related concerns.
  • Support departmental projects, special events, and administrative initiatives.
  • Maintain professional relationships with guests, clients, vendors, and team members.
  • Perform additional duties and special projects as assigned by the Director of Catering & Conference Services or Catering & Conference Services Managers.

Education and Experience

  • High School Diploma or General Education Degree (GED) required.
  • Previous administrative, hospitality, event planning, customer service, or office support experience preferred.
  • Equivalent combination of education, training, and experience may be considered.

Required Skills and Qualifications

  • Exceptional organizational and time-management skills with strong attention to detail.
  • Excellent verbal, written, and interpersonal communication skills.
  • Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
  • Strong customer service skills with a professional and welcoming demeanor.
  • Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
  • Ability to prioritize multiple projects and meet deadlines in a fast-paced environment.
  • Ability to work independently while also collaborating effectively with cross-functional teams.
  • Strong problem-solving and critical-thinking skills.
  • Ability to follow written, verbal, and diagrammed instructions accurately.
  • Commitment to maintaining positive working relationships and contributing to a culture of teamwork and service excellence.
  • Must be able to speak, read, write, and understand English.

Physical Requirements

  • Work is performed both indoors and outdoors depending on operational needs and event locations.
  • Indoor work is conducted in a climate-controlled environment; outdoor work may involve varying weather conditions.
  • Must be able to stand and walk for extended periods, up to five (5) hours at a time.
  • Must be able to move efficiently between meetings, event spaces, offices, and guest areas throughout the resort.
  • Must be able to manage multiple responsibilities and changing priorities simultaneously.
  • Must be able to lift, carry, push, and pull materials and equipment weighing up to 25–50 pounds.
  • Must occasionally push or pull carts and equipment weighing up to 200 pounds.
  • Requires frequent sitting, standing, walking, bending, reaching, climbing, grasping, typing, and repetitive hand movements.
  • Requires continuous verbal communication and active listening while interacting with guests, clients, managers, and team members.
  • Requires visual acuity for reading documents, reviewing event details, data entry, and operating computer systems.
  • Requires near vision, depth perception, and manual dexterity to operate computers, office equipment, and other necessary tools.

Why Join Sandestin?

  • Work in one of the most beautiful resort destinations in Florida.
  • Be part of a team dedicated to creating memorable guest experiences.
  • Collaborate with hospitality professionals in a dynamic and rewarding environment.
  • Gain valuable experience in meetings, events, hospitality, and resort operations.
  • Opportunities for professional development and career growth.

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