Administrative Assistant

La Jolla Country Club is a private Golf Club seeking a Full-Time Administrative Assistant for our Food and Beverage Department.

Provides high-level administrative and clerical support for the Assistant Food & Beverage Director and the Food & Beverage Director. Assists in the facilitation of private banquets, business, & social meetings and other member & member-sponsored activities as well as club-organized events.

• Accurately maintain Banquet Department Catering Master Calendar (RED BOOK) or Catering System Program.
• Update & maintain Assistant Food & Beverage Director’s appointment book.
• Assist in booking parties by compiling information required .
• Coordinates small banquets (under 25).
• Update & maintain copies of banquet, Club Event & special menus
• Prepare and distribute all Assistant Food & Beverage Director approved Banquet Event Orders (BEO), ensuring timely and accurate information and distribution.
• Prepare and distribute Weekly BEO Pilot and package no later than Tuesday for the following week.
• Communicate banquet changes immediately to all parties involved to ensure consistent quality service and proper billing.
• Obtain signed contracts for all events. Obtains deposits based on pre-established criteria and forward to the Assistant Food & Beverage Director.
• Send the Member-Guest Report to all members hosting & sponsoring parties.
• Send Banquet Contracts to Sponsoring Members and Sponsored Party Hosts.
• Mail/fax current Catering Menus to members and sponsored party hosts on request.
• Organize and Maintain Banquet Office Files. Maintains the historical files of all Events.
• Timely response to all inquiries and requests from members, guests, vendors, coworkers and management whether verbal, written or via email correspondence.
• Assist the Assistant Food & Beverage Director in ordering non-negotiable special services (flowers, rentals, valet, entertainment, etc.)
• Create and maintain table numbers for Banquet Department.
• Create menu signs for major Club Buffet Events.
• Return all incoming phone messages that do not directly require Assistant Food & Beverage Director’s attention.
• Conducts scheduled communication follow-up with member or event contact to provide all necessary banquet information.
• Other Banquet/Special Event related duties as assigned by the Assistant Food & Beverage Director.
• Assist and serve as back-up administrator for maintaining PACE Report Event Projection entries.
• Must be able to keep all issues confidential without exception.
• Other duties as assigned.