Catering Office Administrative Assistant

Job Title: Catering Office Administrative Assistant
Location: Long Island, New York
Property: The Garden City Hotel, a Luxury Four-Diamond Hotel

Position Overview

We are seeking a polished, detail-oriented Catering Office Administrative Assistant to support the Catering team at our luxury Four-Diamond hotel on Long Island. This role is ideal for a highly organized professional who thrives in a fast-paced, client-focused hospitality environment and is passionate about delivering exceptional guest experiences.

The Catering Administrative Assistant plays a key role in ensuring seamless communication, precise documentation, and flawless execution of social and corporate events including weddings, galas, fundraisers, executive meetings, and private celebrations.

Key Responsibilities

Administrative Support

• Manage incoming inquiries via phone and email; respond professionally and promptly
• Maintain organized electronic and physical client files
• Provide comprehensive administrative support to the Executive Director of Catering and Catering Managers
• Prepare proposals, contracts, banquet event orders (BEO’s) with accuracy and attention to detail
• Update and manage inquiries and client information within the hotel’s sales and catering systems (i.e. Internal Leads Manager, CVENT, Wedding Pro, Wedding Wire, Maharani, Amadeus/Delphi, etc.)
• Receive and record deposits, billing follow-up, and final invoice preparation for Catering Managers
• Uphold Four-Diamond service standards in all guest and client interactions
• Ability to always maintain confidentiality and professionalism
• Support departmental projects and special initiatives as assigned
• Generate weekly sales reports and assist with forecasting documentation

Client & Event Coordination

• Serve as a liaison between clients and internal departments (banquets, culinary, front office, accounting)
• Assist in coordinating site visits for prospective clients with the Catering Team
• Warmly greet guests that have appointments with Catering Managers
• Ensure all event details (BEO’s) are communicated accurately and in a timely manner

Qualifications

· College education is preferred; training, experience, and/or education in Hospitality

• 2+ years of administrative experience (hospitality, catering, or luxury environment preferred)
• Strong written and verbal communication skills

· Detail-oriented, well-developed organizational skills, and a strategic thinker

• Strong problem-solving abilities and proactive work style
• Proficiency in Microsoft Office (Word, Excel, Outlook); experience with catering software systems preferred (Amadeus Delphi)
• Ability to manage to multitask in a fast-paced environment
• Professional demeanor and polished appearance
• Flexibility to occasionally support evening or weekend events
• Customer-focused mindset with a passion for hospitality excellence

Benefits:

• Group Health Insurance Plans (Medical, Dental, Vision)
• Company Paid Life Insurance
• Long Term Disability
• 401k Retirement Savings Plan
• Paid Vacation Days and Paid PTO Days
• Aflac Supplemental Short Term Disability, Accident Advantage and Cancer Care Plans

Job Type: Full-time

Pay: From $20.00-$22.00 per hour. Based on experience.

You must provide a resume detailing your work history to be considered.

EOE/M/F/D/V

www.gardencityhotel.com