POSITION DESCRIPTION:
The Hospitality Assistant is an employee of The Annenberg Foundation Trust at Sunnylands. Must be exceedingly well organized, flexible, possess excellent communication skills, and execute administrative tasks in a fast-paced office environment.
Able to work a flexible schedule to include various nights and weekends of overtime.
ESSENTIAL FUNCTIONS:
· Performs a variety of administrative support duties, including typing, managing calendars, scheduling meetings, printing services. Assisting the Director of Hospitality with a variety of administrative and clerical tasks:
§ Source hotel options, RFP process, and restaurant/venue options for off-site retreats/events
§ Enter data/pertinent information in retreat resumes and event orders; requires constant and real-time communication with the Director of Hospitality throughout the three weeks leading up to a retreat.
§ Create seating charts for meeting tables and meal functions and comparing seating charts with set-up to ensure accurate set-up.
§ Create dinner menu cards for all dinners.
§ Set of meeting table with tent cards, blotters, agenda, meeting pads, pens, mints, hand-sanitizer, etc.
§ Set dinner place cards at each place setting per seating chart.
§ Maintain a database of vendors/musicians/entertainment and off-site venues
§ Create and process purchase orders for venue/vendor deposits and final invoices.
§ Manage various vendors during on-site events, load-in and equipment inventory to ensure all items ordered are delivered and picked up. Examples of tasks listed below, but not limited to the following:
- AVSU lighting set-up in the meeting room, guest services, and cottage campus
- Pick up and drop off the photographer from North Gate
- Pick-up and drop-off musicians/entertainment North Gate
- Pick-up and drop-off catering staff from North Gate
§ Print of final/current documents and delivering them to kitchen office for catering on retreat/event day:
- Current retreat agenda
- Current meal count grid with updated dietary restrictions
- Participant photo sheet with updated dietary restrictions
- Welcome cards for amenity plates.
§ Participate in BEO conference calls and incorporate vendor/caterer set-up needs into group resumes and internal event orders.
§ Assist in the planning, preparation, and delivery of hospitality services before, during, and after retreats/events to include but not limited to the following tasks:
- Gather and deliver materials from and to various locations such as administrative and operations buildings, historic house, retreat pavilion, etc., for meeting table set-up. Meeting materials include meeting blotters, pads, pens, hand sanitizers, mints, meeting tent cards, coasters, retreat handouts, and the current agenda.
- Gather and assemble meeting materials and snack items for Virtual retreats and prep boxes for shipping.
- Direct and escort participants from various event spaces and events throughout each retreat
- Inspection of meeting table and meal function set-ups to ensure the space is set according to the final expected number of guests.
- Photograph and catalog all event set-ups such as breakfast, lunch, dinner, and floral designs for record-keeping, future reference, and archives.
- Photograph and catalog food and beverage for record-keeping, future reference, and archives.
- Maintain meal count grids for all meals.
- Assist with directing and escorting participants from various event spaces and events throughout each retreat.
- Assist with participant tracking during receptions, sounding the dinner chimes, and escorting guests to dinner space to ensure we maintain on track with timing and schedule to maintain the quality and integrity of the food & beverage.
- Be available during deliveries to inventory rental equipment, supplies, and florals to ensure all items needed for the event are received.
- Be available to run off-site errands, as directed, to purchase last-minute requirements, food & beverage, and special on-site requests from participants.
- When directed, instantaneously communicate with vendors and staff the on-site changes frequently occur during retreats and events to ensure changes are executed in time.
- Confirm hotel room reservations pre-retreat day and on arrival day. Communicate in-moment changes distributed in Guest Services and update the hotel to ensure participants' arrival experience is not impacted.
- Prepare Convening with Care kits.
- Assist photographer with set up before and during a group photo. Escort and guide participants to photo location and assist with removal of meeting lanyards and personal belongings in preparation for a photo.
§ Assist with the following tasks/tear-down at the conclusion of retreat and events:
- Removal of all meeting materials from the meeting table.
- Removal of florals
- Sort items for Archives
- Collecting meeting name tent cards/lanyards and dinner place cards after the retreat/event for archiving.
- Maintain inventory of cold beverage storage after all events.
- Restocking and re-organizing of Inwood Room supply closet.
SKILLS REQUIRED:
§ Exceptional verbal and written communication skills (including etiquette and grammar).
§ Knowledge of a variety of computer software applications in word processing, spreadsheets, database, and presentation software (MS Word, Excel, Access, PowerPoint), as well as Internet research abilities.
§ Must be able to interact and communicate with individuals at all levels of the organization.
§ Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines.
§ Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
QUALIFICATIONS:
§ 1-2 years of hospitality or guest services experience preferred or 1-2 years of experience in an administrative/ clerical position (This experience can be substituted by 1 year of experience as a Sunnylands Guide or Intern who has worked in the retreats function.)
§ High School Diploma/GED
§ Intermediate level of skill with Microsoft Word, Excel and PowerPoint, and databases
PHYSICAL REQUIREMENTS:
The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions of the position.
While performing the duties of this position, the employee is regularly required to stand and walk for periods of up to (8) hours per day with scheduled breaks. Work is performed in a professional office using a telephone, computer, and other equipment. Specific vision abilities this job requires include close vision and the ability to adjust focus. S/he must have the Physical ability to perform life-saving techniques, CPR and First Aid, and the ability to utilize emergency equipment. While performing the duties of this job, the employee may be required to stand, walk, read, hear, talk, balance, climb, use hands, use fingers, reach, stoop, kneel, crouch, crawl, push or pull. The employee may be required to move or lift objects weighing up to 50 pounds. While performing duties in this position, the employee will work outdoors and may be exposed to wet and/or hot conditions, moving mechanical parts, toxic or caustic chemicals, fumes or airborne particles, risk of electrical shock, sharp objects, extreme heat, and/or open flame. The noise environment in the work environment is usually moderate. The employee must be able to work in a fast-paced environment. The employee may operate a golf cart, shuttle, or motor vehicle.
This position description identifies only the significant functions and responsibilities of this job. It does not include all aspects of the position or additional duties that the Director of Operations may assign. In addition, please note there may be a requirement to help others complete special projects and other work for the company's overall benefit.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the employer's needs and requirements of the job change.