Catering and Conference Services Administrative Assistant

Compensation Type

Hourly

Highgate Hotels

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 outperformance 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 brands. www.highgate.com

Location

 

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 TradeWinds Island Resorts. https://www.tradewindsresort.com/careers

Overview

Follow your passion all the way to paradise at TradeWinds Island Resort, a Tampa Bay Times Top Workplace for seven years in a row!  TradeWinds 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.

 

TradeWinds 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.

Responsibilities

• 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 guests with questions, changes and special requests. Communicate requests to appropriate departments
• Assist with coordinating logistics information for Tradeshows, Site Inspections and Pre-planning meetings to include transportation, amenities, banquet event orders, schedule of events, etc.
• Support managers in monitoring monthly production goals and performance metrics, compiling data and generating reports for review
• Organize, maintain and monitor office correspondence and general organization of the Conference Services and Catering departments
• Maintain office equipment, order office supplies and general office responsibilities necessary to operate a professional, clean and well maintained office environment
• Complete special projects and reports as assigned by Director of Convention Services, Convention Service Managers and Catering Sales Managers
• Exercise decision making skills to direct requests both internal and external
• Stay up-to-date on upcoming groups and events
• Conduct market research and competitor analysis
• Perform any other job related duties as assigned

Qualifications

• Previous experience in a hotel or resort, banquet, sales, or conference services preferred
• High School Diploma, Bachelor's Degree preferred
• Ability to effectively communicate with internal and external customers, with high levels of patience, tact and diplomacy
• Ability to work effectively both independently and as part of a team, with a positive attitude and willingness to learn
• Knowledge of catering and convention services terminology, processes, and best practices is a plus
• Strong attention to detail and accuracy in all tasks
• Ability to follow written and verbal instructions
• Effective verbal and written communication skills. Ability to adapt communication style to suit different audiences, such as effectively communicating with supervisors, coworkers, and clients
• Excellent reading, writing & oral proficiency in the English language
• Strong organizational skills, with the ability to prioritize tasks, manage multiple deadlines, and maintain attention to detail
• Ability to multitask and prioritize tasks in a fast paced environment
• Must have working knowledge of Excel, Word, Outlook, Power Point
• Strong guest service orientation
• High standard of appearance
• Ability to stand and/or sit and continuously perform essential job functions for duration of shift with or without reasonable accommodation
• Occasional lifting and carrying of equipment or materials weighing up to 25 pounds may be required

 

Benefits

We are pleased to offer a comprehensive and competitive benefits package designed to support your health, well-being, and financial future.

• Medical insurance, dental insurance, vision insurance, life insurance, short-term and long-term disability insurance401(k) Retirement Plan with employer matching contributions
• Paid holidays
• Paid vacation
• Paid sick leave (provided in accordance with applicable law)
• Employee assistance program (EAP)
• Educational opportunities / Tuition reimbursement
• Paid jury duty leave, personal leave, medical leave, and military leave in accordance with applicable law

For Employees Based in Washington:

• 8 paid holidays per year
• Up to 20 days of paid vacation per year, based on classification and length of service
• Paid Sick & Safe Time accrues at 1 hour for every 30 hours worked, with up to 72 hours of unused time carried over from one anniversary year to the next.

For Employees Based in Colorado:

• 8 paid holidays per year; employees working in the City of Denver receive 64 hours of designated holiday time per calendar year
• Up to 20 days of paid vacation per year, based on classification and length of service
• 6 days or 48 hours of Paid Sick Leave per year, accrued at 1 hour for every 30 hours worked.

For Employees Based in California:

• 8 paid holidays per year
• Up to 20 days of paid vacation per year, based on classification and length of service, capped at 1.5x annual accrual rate; non-supervisory employees working in the City of Los Angeles accrue up to 22 days of Compensated Time Off, based on length of service capped at 192 hours of combined PST and CTO.
• Paid Sick Time accrues at 1 hour for every 30 hours worked, unused time is carried over from one anniversary year to the next up to a maximum of 80 hours; employees working in the City of Los Angeles are provided 40 hours of Paid Sick Time annually on their anniversary, unused time is not carried over from one anniversary year to the next.

Please note that certain benefits described above for associates in Washington, Colorado, and California may vary for associates covered by a Collective Bargaining Agreement (“CBA”). For such associates, eligibility for and the terms and conditions of benefits are governed by the applicable CBA and any applicable plan documents, and may differ from the benefits described above. In the event of any conflict or inconsistency, the terms of the applicable CBA and governing plan documents will control, as applicable.

Posting Date

This job opening was posted on September 25, 2026 and will remain open for at least 75 days.