Administrative Assistant | Broadmoor World Arena and Pikes Peak Center

$45,760 - $55,557/Yr

Oak View Group - Colorado Springs, CO

Full-time - Entry Level

Colorado Springs, CO

Professional, Scientific, and Technical Services

About the position

The Administrative Assistant at Oak View Group plays a crucial role in supporting the General Manager with various administrative and operational functions related to catered events. This position involves liaising between clients and the operations team, ensuring smooth communication and execution of catered functions, and overseeing event coordination to guarantee customer satisfaction.

Responsibilities

• Participates in weekly BEO meetings and staff meetings to facilitate communication between teams.
• Responsible for negotiating and submitting finalized contracts and Banquet Event Orders (BEOs) to the General Manager.
• Oversees event coordination and ensures contract signatures, cut-off dates, and estimates are accurate.
• Communicates any BEO revisions to appropriate departments promptly.
• Responds to all customer needs and inquiries efficiently and professionally.
• Develops strong customer relations through frequent communication and ethical interpersonal interaction.
• Ensures successful onsite catered events and customer satisfaction to encourage repeat business.
• Coordinates event-level services to ensure high event holder satisfaction.
• Provides ongoing direction, supervision, and mentoring to hourly event staff.
• Monitors product quality and ensures high guest service levels.
• Provides on-site support at catered functions, directing catering teams on tasks.
• Ensures staff is briefed on event requirements and assigned to specific areas prior to events.
• Enforces venue policies and procedures related to guest satisfaction and quality standards.
• Monitors alcohol service throughout events to ensure compliance with policies.
• Generates event employee timelines, diagrams, and verifies employee time for the Catering Department.
• Generates event summaries that include service details and significant information.

Requirements

• High school diploma or equivalent.
• Associates or higher education degree in Hospitality Management, Business, or a similar field preferred.
• Two or more years' experience in hospitality management, food & beverage management, or related administrative management position may substitute for degree requirement.
• Excellent communication and interpersonal skills.
• Ability to work in a fast-paced event-driven environment.
• Excellent computer skills in a Windows format with experience in MS Word, Excel, and Outlook.
• Detail-oriented with the ability to multi-task and prioritize tasks effectively.
• Ability to work independently and be self-directed.
• Ability to work a varied schedule including days, evenings, and weekends.

Nice-to-haves

• Experience in event management or catering services.
• Knowledge of alcohol service policies and compliance regulations.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• 401(k) savings plan
• 401(k) matching
• Paid time off (vacation days, sick days, and 12 holidays)