Administrative Assistant | Broadmoor World Arena and Pikes Peak Center

Oak View Group

Oak View Group is the global leader in venue development, management, and premium hospitality services for the live event industry. Offering an unmatched, 360-degree solution set for a collection of world-class owned venues and a client roster that includes the most influential, highest attended arenas, convention centers, music festivals, performing arts centers, and cultural institutions on the planet.

Position Summary

The Administrative Assistant is responsible for supporting the GM with administrative and operational functions related to providing support for catered functions, backstage catering, team catering and meals, suiteholder requests, and other duties as assigned.

 

The Administrative Assistant provides support in the creation, communication, and distribution of all catered events as well as serving as the liaison between all catering function clients and the operations team. Additionally, the Administrative Assistant will be the main contact point with the venue operations team on setup and teardowns.

 

This role will pay a hourly of $22.00 to $26.71.

For FT roles: Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 12 holidays)

 

This position will remain open until Dec 31, 2024

Responsibilities

· Participates in weekly BEO meetings and staff meetings, as required, to help facilitate excellent communication of information between teams.

· Responsible for negotiating and submitting finalized contracts and Banquet Event Orders (BEOs) to the General Manager 

· Oversees event coordination

· Responsible for ensuring that contract signatures, cut off dates and estimates are accurate and that all contracts are processed in accordance with company credit policies.

· Responsible for authorizing and accurately communicating any BEO revisions to appropriate departments.

· Promptly responds to all customer needs and inquiries in an efficient, expedient and professional manner.

· Develops strong customer relations through frequent communication and the use of courteous and ethical interpersonal interaction.

· Responsible for high-level oversight to ensure successful onsite catered events and customer satisfaction to encourage repeat business and referrals

· Coordination of event level services to ensure a high level of event holder satisfaction in all pertinent areas of the event experience.

· Provides on-going direction, supervision and mentoring to hourly event staff. Monitors product quality and ensures high level of guest service.

· Provide support on-site at catered functions as directed, including directing catering teams on tasks.

· Ensures staff is briefed on event requirements and assigned to a specific area prior to events.

· Enforces all venue policies and procedures as they relate to guest satisfaction, quality standards, uniform policy, operating procedures and quality presentation. Ensures total compliance with all alcohol service policies.

· Monitors alcohol service throughout event to ensure 100% compliance with alcohol service policies. Reports any alcohol service or compliance issues to management immediately.

· Generates event employee timelines, diagrams and verifies employee time for the Catering Department.

· Generates event summaries that include service details, possible billing changes and any other significant information required.

Qualifications

· High school diploma or equivalent.

· Associates or higher education degree in Hospitality Management, Business, or other similar field preferred. Degree requirement may be substituted for two or more years’ experience in hospitality management, food & beverage management, business management or related administrative management position with a high school diploma or equivalent.

· Excellent communication & interpersonal skills and ability to work in a fast-paced event driven environment.

· Excellent computer skills in a Windows format with experience in MS Word, Excel & Outlook.

· Detail oriented, ability to multi-task and effectively prioritize many tasks.

· Ability to be self-directed and work independently.

· Ability to work a varied schedule including days, evenings, and weekends to support catered functions.

· While performing duties of this job, the employee is constantly required to multi-task and prioritize work.

· Position requires constant attention to complex details on banquet event orders and accuracy of specified standards of work including

· Position requires frequent use of excellent interpersonal, professional communication skills with co-workers, management staff and guests in person and by phone & em