Conference Service Administrative Assistant

  • Fairmont Hotels & Resorts
  • San Diego, CA, USA
  • Feb 09, 2018
Full time Adminstration Food/Beverage/Catering Hospitality

Job Description

Conference Service Administrative Assistant

Primary Location: United States-San Diego-Fairmont Grand Del Mar

Employee Status: Regular 


Conference Service Administrative Assistant

Hotel Overview: 

Just east of the Pacific and slightly north of Expectation.

Welcome to Fairmont Grand Del Mar. An elegant tribute to classic Mediterranean estate, seamlessly fusing old-world charm with modern luxury. Here, an award-winning, Renaissance-inspired spa, critically acclaimed dining, exclusive boutique shopping and championship golf course.

Growth and advancement is not only available, it is actively encouraged. We promote a balanced life for our colleagues, continuously seeking new ways to improve our environment and to support our beautiful home of San Diego.

Summary of Responsibilities:

The administrative assistant will provide support and functional assistance to the Catering and Conference Service Department.

  • Ensure the CCS office is kept organized and clean at all times
  • Collect mail daily from CCS box for distribution
  • Establish and maintain all departmental filing and trace system
  • Answer all incoming calls within three rings with proper greeting and telephone etiquette
  • Handle general Catering inquiries as designated by or when CCS Managers are not available. All necessary information including contact details and requirements from the client should be obtained on an “Inquiry Sheet.”
  • Conduct site inspections and provide general CCS sales information to walk-in clients as designated by or when CCs Managers are not available
  • Set up and maintain the Departmental Manual to ensure all information is kept-up-to-date both electronically and in hard copies
  • Update Banquet Menus, Beverage and Wine Lists as and when changes have been made
  • Establish and upkeep all standardized forms and letters including merge documents in Delphi as well as in the appropriate shared electronic subject folders
  • Handle all internal meetings including inputting booking in Delphi, detailing set up, F&B and/or other pertinent arrangements on a BEO for distribution to all departments concerned
  • Prepare and email the daily listings of events for the following day to all internal departments
  • Prepare and email the Catering 10-day Listing of Events weekly by time on day of the week as determined by the hotel
  • Maintain control and up-keeping of the “BEO Bible” to ensure all changes are updated and that the “Bible” remains in the designated location within the CCS Office at all times
  • Prepare and distribute completed BEO’s timely to all departments concerned
  • Maintain/order office supplies and sales collaterals to ensure that the CCS Office is adequately equipped with everything necessary to meet customer needs and its day-to-day operation
  • Ensure the Captain’s Reports or Banquet Log Book previous day’s functions are sent to the Department Head and CCSMs for review every morning
  • Ensure signed banquet check/invoices for previous day’s functions are distributed by Banquet Operation every morning to the respecting CCSMs for review for accuracy of charges
  • Make sure that all Catering and group files are closed properly with copies of al the necessary documentation including signed invoices, completed Post-Con survey, etc. for future reference, and are kept in the appropriate designated locations
  • Attend and take minutes of departmental meetings and other meetings as designated
  • Ensure weekly CCS work schedules are completed and distributed times to all departments concerned
  • Attend to the Meeting/Event Planner for any last minute requests or changes on site as designated or when CCSMs are not available
  • Train new CCS team members on Delphi basics, BEOs, menus, reports, and merge documents



  • High School diploma or equivalent, or any combination of education and a training preferable within the areas of Hotel Sales, Catering & Conference Services or Food and Beverage
  • Minimum of two years of administrative experience with one year of Sales, Catering & Conference Services or Food and Beverage service experience in the hospitality industry
  • Proficient in computer programs, Microsoft Office (excel, word, PowerPoint, etc.)
  • Organizational and communication skills are required
  • Prior catering experience is required
  • Knowledge of Hotel structure and how all departments interact
  • Basic mathematical and calculating skills
  • Ability to listen and communicate clearly with clients, co-workers, and vendors
  • Ability to communicate both verbally and written in English.
  • Ability to write reports, business correspondence, and procedure manuals.
  • Ability to effectively present information and respond to question from managers, clients, customers, and vendors.
  • Ability to communicate to customers in a professional, business-like manner
  • Able to effectively operate computer and related software, printer, copy machine, typewrite, fax machine, adding machine, and other general business office equipment
  • Other language skills than English are helpful


Physical Aspects of Position (include but are not limited to):

The physical demands described here are representative of those that must be met by a colleague to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Must be able to sit for long periods of time
  • Requires fingering, grasping, writing, standing, walking, repetitive motions, occasionally lifting up to 25 lbs., visual acuity, hearing and speaking English


Visa Requirements: Must be eligible to work in U.S.


APPLY TODAY: Whether you're launching your career or seeking meaningful employment, we invite you to visit to learn more about Fairmont Hotels & Resorts and the extraordinary opportunities that exist!



At Fairmont Hotels & Resort we offer our guests the finest hospitality experience in each of our destinations. And we know that, to offer our guests the best, we first need to offer our employees the best. That's why you'll find exceptional work opportunities - throughout North America and the Caribbean, Europe and Africa, the Middle East and Asia Pacific - as well as industry - leading training, career development, recognition and rewards. Fairmont Hotels & Resorts is a celebrated collection of hotels that includes landmark locations like London's The Savoy, New York's The Plaza, and Shanghai's Fairmont Peace Hotel. Our teams are guided by values of Respect, Integrity, Teamwork and Empowerment; we employ the highest ethical and quality standards, treating all colleagues with fairness and dignity. A community and environmental leader, Fairmont is also regarded for its responsible tourism practices and award - winning Green Partnership program. An exciting future awaits!


Job Level: Colleague

Schedule: Full-time

Shift: Day Job

Travel: No

Closing Date: Ongoing

Job Number:  GDM01161