Catering Administrative Assistant - Arizona Biltmore

Welcome to Pyramid Global Hospitality, where people come first. As a company that values its employees, Pyramid Global Hospitality is dedicated to creating a supportive and inclusive work environment that fosters diversity, growth, development, and wellbeing. Our commitment to a People First culture is reflected in our approach to employee development, employee benefits and our dedication to building meaningful relationships.

Pyramid Global Hospitality offers a range of employment benefits, including comprehensive health insurance, retirement plans, and paid time off, as well as unique perks such as on-site wellness programs, local discounts, and employee rates on hotel stays. In addition, Pyramid Global Hospitality is committed to providing ongoing training and development opportunities to help our people build the skills and knowledge they need to advance their careers.

Whether you are just starting out in the hospitality industry or are a seasoned professional, Pyramid Global Hospitality offers a supportive and collaborative work environment that encourages growth and fosters success, in over 230 properties worldwide. Join their team and experience the benefits of working for a company that values its employees and is committed to creating exceptional guest experiences.

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About our property:

The iconic Arizona Biltmore is located in the heart of the prestigious Biltmore neighborhood in Phoenix. The resort was named the “Jewel of the Desert” since its opening on February 23, 1929. This gorgeous 39-acre property reopened in May 2021 after undergoing a $150 million restoration. It has over 700 rooms, over 200,000 square feet in banquet space spread out over the beautiful property, 9 food and beverage outlets (including 2 restaurants, 2 bars, 2 poolside bars, a gelato shop/café, and in-room dining), a luxury spa, and 7 pools including a 65' waterslide. Arizona Biltmore is a LXR Hotel & Resort by Hilton which is a hand-selected collection of unique luxury hotels, offering bespoke service and personal adventures in the world’s most intriguing locations. With this, as a team member you will receive the Go Hilton travel benefits in addition to Pyramid's travel benefits. Learn more about our incredible benefits here. Want to learn more about Arizona Biltmore? Hotel Website, Instagram, Facebook

What you will have an opportunity to do:

The Catering Administrative Assistant is responsible for providing administrative support to the Catering Department, including fielding leads, supporting client communications, and coordinating internal processes to ensure

smooth event execution.

ESSENTIAL FUNCTIONS

• Field and manage all incoming calls and leads for the Catering Department, and direct inquiries to the appropriate Catering Manager.

• Create contracts and send them to clients based on guidance from the Catering Manager. Generate and send booking tickets to the Reservations team to secure contracted complimentary guest rooms.

• Assist with internal reporting.

• Merge and complete event resumes for weekly internal resume meetings.

• Submit purchase orders (POs) and track invoices to ensure timely payment.

• Create tasting menus and assist in preparation and execution of internal tasting events.

• Input amenity requests and assist in preparing amenity cards and deliveries.

• Input Hilton Honors points following conclusion and payment of applicable events.

• Assist with managing client payments in partnership with the Catering Manager.

• • Coordinate wedding amenity print orders, send one-year anniversary certificates, and request COIs and hold harmless agreements.

What are we looking for?

EDUCATION

• High School Diploma or GED

• Some college education preferred but not required

EXPERIENCE

• Proficient in Microsoft Office Suite (Outlook, Word, Excel)

• Prior customer service experience is preferred

• Prior hospitality experience is a plus

• Delphi or similar catering software knowledge is a plus

• Basic assistant / secretarial experience is a plus

Compensation:

Pyramid Global Hospitality is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Actual compensation packages are based on a wide array of factors unique to each candidate, including but not limited to skill set, years & depth of experience, certifications and specific office location. This may differ in other locations due to cost of labor considerations.