Catering and Conference Services Administrative Assistant

Compensation Type

Hourly

Highgate is a leading real estate investment and hospitality management company with over $15 billion of assets under management and a global portfolio of more than 400 hotels spanning North America, Europe, the Caribbean, and Latin America. With a 30-year track record as an innovator in the hospitality industry, this forward-thinking company provides expert guidance through all stages of the property cycle, from planning and development through recapitalization or disposition.

Highgate continues to demonstrate success in developing a diverse portfolio of bespoke lifestyle hotel brands, legacy brands, and independent hotels and resorts, featuring contemporary programming and digital acumen. The company utilizes industry-leading revenue management tools that efficiently identify and predict evolving market dynamics to drive out performance and maximize asset value. With an executive team of seasoned hospitality leaders and corporate offices worldwide, Highgate is a trusted partner for top ownership groups and major hotel

Discover more sun and more fun! Escape to a tropical beachfront paradise complete with everything you need for the perfect getaway, including delicious dining, beachfront bars, relaxing comforts, and endless activities. Here you’ll stay at one, play at two — with two connecting resorts right on the soft white sands of St. Pete Beach. Whether you’re looking for family fun, a romantic retreat, a group getaway, or anything in between, it’s all here at Trade Winds Island Resorts.

Follow your passion all the way to paradise atTrade

Winds Island Resort, a Tampa Bay Times Top Workplace for seven years in a row!

Trade Winds features two destination resorts just 200 flip flops from one another along the gorgeous Gulf Coast on St. Pete Beach, a Top-Ranked US Beach.

Trade Winds Island Resorts is seeking a Catering and Conference Services Administrative Assistant. This individual is responsible for providing administrative support to the Director of Convention Services, Catering Sales Managers, and Conference Services Managers, and supports Group Sales Department for blocking all function space, and in-house meeting requests.

• Act as liaison between Convention Services Managers, Catering Sales Managers, and clients in Manager's absence
• Assist in the preparation of daily, weekly, and monthly reports
• Block function space for Group Sales Managers and in-house requests
• Assist with Sales Office Manager duties in their absence
• Create and merge contracts and paperwork to prepare booking for the turnover process
• Assist in the preparation and distribution of banquet event orders, estimated invoices, resumes, and other event-related documentation and track completion status
• Responsible for group billing, deposits, final payments
• Create Diagrams in Social Tables and/or Meetings Matrix for Sales, Catering, and Convention Services Managers
• Maintain filing system
• Prepare managers expense reports
• Lead catcher, qualify leads and initial inquiries. Send resort brochures, menus, documentation, and preliminary proposals
• Load Managers RFPs and inquires in operating system
• Assist Catering Sales Managers with proposals as requested (Word, Wedding Wire, Proposal Path, CVENT, and other lead engines)
• Use Software applications such as: MS Word, Power Point, Excel, Opera Property Management System, Delphi.fdc, Teams, Outlook SharePoint.
• Maintain a functional knowledge of the Agilysys sales and catering software system to provide assistance in the maintaining accounts, including: traces; creating and updating bookings; updating events in the function diary; and preparing banquet event orders
• Answer incoming telephone calls, complete lead forms, and assist…