Catering Administrative Assistant

III. JOB SUMMARY

The Catering Administrative Assistant provides administrative and operational support to the Catering & Events Department. This role ensures efficient communication, organization, and accurate distribution of event information across departments. The Catering Administrative Assistant supports the planning and execution of events by managing event documentation, updating internal communication platforms, and assisting the Catering & Events team with administrative tasks.

This position plays an important role in ensuring that event details are organized, clearly communicated, and properly distributed to all operational teams.

IV. JOB TASKS

General Administration & Office Support

• Maintain thorough working knowledge of Club policies and guidelines as outlined in the Ridglea Country Club Employee Handbook and Orientation Guide
• Provide general administrative assistance to the Catering & Events Department
• Assist the Director of Catering & Events and Member Events Manager with administrative tasks as needed
• Maintain organized event files, documents, and records for the department
• Assist with preparation and organization of event-related materials

Phone & Message Management

• Answer incoming calls for the catering department
• Take detailed messages and route calls to the appropriate staff members
• Provide basic information regarding events or direct inquiries to the appropriate department contact

Event Documentation & Distribution

• Collect, print, and distribute Banquet Event Orders (BEOs), pop-ups, and any revisions to the appropriate departments
• Ensure all event documents are current and accurately distributed to operational teams
• Maintain organized records of event documentation and updates

Guarantee & Event Tracking

• Update and distribute guarantee sheets to ensure accurate headcounts and guest expectations for each event
• Assist with tracking event details and updates as needed
• Ensure event information is communicated clearly to all relevant departments

Event Materials & Signage

• Create and distribute buffet menu cards for events as required
• Assist with preparation of printed event materials
• Maintain organized records of menu cards and event signage needs

Club Communication Platforms

• Regularly update and maintain the Club Passport website with all pertinent event information
• Update Novisign digital signage for event wayfinding
• Ensure event communications are accurate and current across internal communication platforms

Department Support

• Provide support to the Catering & Events team to ensure smooth event operations
• Assist with last-minute administrative needs for events when required
• Support coordination between departments by ensuring timely communication of event information
• Perform additional duties as assigned by the Director of Catering & Events

V. REQUIRED EDUCATION AND TRAINING

• High school diploma required; college coursework or degree in hospitality, business, or related field preferred
• Previous administrative or hospitality experience preferred
• Strong organizational and communication skills
• Proficiency in Microsoft Word, Excel, and basic office systems
• Ability to read, write, speak, and understand English

VI. OTHER REQUIREMENTS

• Strong attention to detail and organizational skills
• Ability to manage multiple tasks and deadlines
• Professional and service-oriented demeanor
• Ability to work collaboratively with multiple departments
• Willingness to perform additional duties as assigned

VII. PHYSICAL REQUIREMENTS

• Required to stand for long periods and walk, climb stairs, balance, stoop, kneel, crouch, bend, stretch and twist, reach, crouch, or crawl; talk or hear; and taste or smell.
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
• Push, pull or lift up to 50 lbs.
• Work in hot, humid, and noisy environments.

BENEFITS:

Ridglea Country Club offers a competitive salary and a comprehensive benefits package including:

• Medical, dental, and vision insurance
• 401(k) retirement plan
• HRA Reimbursement
• Life insurance
• Short- term & Long-term disability
• Paid time off
• Employee meals
• Pro Shop discounts
• And more!

Equal Opportunity Employer