Compensation Type: Hourly Highgate Hotels: Highgate is a premier real estate investment and hospitality management company widely recognized as an innovator in the industry. Highgate is the dominant player in U.S. gateway markets including New York, Boston, Miami, San Francisco and Honolulu, with a rapidly expanding presence in Europe, Latin America, and the Caribbean. Highgate’s portfolio of global properties represents an aggregate asset value exceeding $20B and generates over $5B in cumulative revenues. The company provides expert guidance through all stages of the hospitality property cycle, from planning and development through recapitalization or disposition. Highgate also has the creativity and bandwidth to develop bespoke hotel brands and utilizes industry-leading proprietary revenue management tools that identify and predict evolving market dynamics to drive out performance and maximize asset value. With an executive team consisting of some of the industry’s most experienced hotel management leaders, the company is a trusted partner for top ownership groups and major hotel brands. Highgate maintains corporate offices in London, New York, Dallas, and Seattle. 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 atTradeWinds 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 absenceAssist in the preparation of daily, weekly, and monthly reportsBlock 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 processAssist in the preparation and distribution of banquet event orders, estimated invoices, resumes, and other event-related documentation and track completion statusResponsible for group billing, deposits, final paymentsCreate Diagrams in Social Tables and/or Meetings Matrix for Sales, Catering, and Convention Services ManagersMaintain filing systemPrepare managers expense reportsLead catcher, qualify leads and initial inquiries. Send resort brochures, menus, documentation, and preliminary proposalsLoad 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, Agilysys S&C and Versa, 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 ordersAnswer incoming telephone calls, complete lead forms, and assist guests with questions, changes and special requests. Communicate requests to appropriate departmentsAssist 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 reviewOrganize, maintain and monitor office correspondence and general organization of the Conference Services and Catering departmentsMaintain office equipment, order office supplies and general office responsibilities necessary to operate a professional, clean and well maintained office environmentComplete special projects and reports as assigned by Director of Convention Services, Convention Service Managers and Catering Sales ManagersExercise decision making skills to direct requests both internal and externalStay up-to-date on upcoming groups and eventsConduct market research and competitor analysisPerform any other job related duties as assigned Qualifications: Previous experience in a hotel or resort, banquet, sales, or conference services preferredHigh School Diploma, Bachelor's Degree preferredAbility to effectively communicate with internal and external customers, with high levels of patience, tact and diplomacyAbility to work effectively both independently and as part of a team, with a positive attitude and willingness to learnKnowledge of catering and convention services terminology, processes, and best practices is a plusStrong attention to detail and accuracy in all tasks Ability to follow written and verbal instructionsEffective verbal and written communication skills. Ability to adapt communication style to suit different audiences, such as effectively communicating with supervisors, coworkers, and clientsExcellent reading, writing & oral proficiency in the English languageStrong 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 environmentMust have working knowledge of Excel, Word, Outlook, Power Point and Agilysys.Strong guest service orientationHigh standard of appearanceAbility to stand and/or sit and continuously perform essential job functions for duration of shift with or without reasonable accommodationOccasional lifting and carrying of equipment or materials weighing up to 25 pounds may be required.