Conference Services Administrative Assistant

About Us

At Claremont Resort & Club, we believe that exceptional hospitality starts with extraordinary people.

For over a century, our iconic resort has set the standard for luxury and service in the Bay Area.

We take pride in creating memorable experiences for our guests-and a rewarding, inclusive workplace for our colleagues.

Situated on 22 acres in the Berkeley and Oakland Hills, Claremont Resort & Club seamlessly blends its rich 19th-century history with the modern day to offer the very best of the Bay Area.

Guests dine with friends at Limewood, relax at our urban oasis, The Spa at the Claremont, and discover total wellness at The Club at the Claremont- all while taking in the breathtaking views of the San Francisco Bay.

Don't meet every single requirement of this job? At HEI we are dedicated to building a diverse and inclusive workplace, so if you're excited about this role but your experience doesn't align perfectly with every qualification in the job description, we encourage you to still send in your information.

You may be the perfect candidate for this or for other roles within our organization!

We value U.S.

military experience and invite all qualified military candidates to apply.

Overview

Assist the Director of Catering in the administrative functions required for effective management of the Catering Department.

Essential Duties and Responsibilities


* Promptly answer telephone calls following HEI Hotels and Resorts and brand standards using clear and positive communication.

Communicate information accurately to manager and disseminate information and facts to relevant accounts and applicable departments.


* Type correspondence, proposals and contracts as directed by management using typewriters and computers.

Process contracts for relevant departments.


* Distribute memos, contracts, resumes, room requests and amenities to relevant departments throughout the hotel.

Copy, fax and email necessary documentation for clients and hotel use.


* Politely and professionally converse with clients.

Respond to inquiries with accurate information and record in all relevant files.


* Promptly respond to requests for information on hotel facilities and menus.


* Maintain accurate, necessary payroll records, time sheets and distribute to finance in timely manner.


* Monitor and order necessary office supplies for department.

Maintain filing system in accordance with company standards.

Log pertinent account information in files.

Maintain necessary copies of contracts and correspondence in orderly and accurate manner.

Maintain current files and contracts for 5 years in accordance with HEI Hotels and Resorts minimum standards.


* Comply with attendance rules and be available to work on a regular basis.


* Perform any other job-related duties as assigned.

Qualifications and Skills


* Hotel experience preferred.


* Ability to effectively deal with internal and external customers, as well as vendors a...