Catering Sales Administrative Assistant - Full Time
Biltmore, Asheville, NC, United States
Job Description
Full Time: a position working 32+ hours per week. The starting pay range for this position begins at $18.62/hour and is based on the level of qualifications and relevant experience above the minimum requirements.
The Catering Administrative Assistant provides comprehensive administrative and operational support to the Catering Sales team. This role serves as a key point of coordination for client communications, event documentation, scheduling, and internal logistics. The position ensures efficient organization of event details, supports client interactions, and assists in maintaining seamless communication between departments involved in catering and wedding events.
Essential Job Duties
Provide general administrative support to the Catering Sales team, including managing shared inbox communications, assisting with client inquiries, and supporting lead qualification processes.
Prepare materials and documentation for client site visits, tastings, and meetings, and assist with welcoming guests and coordinating visit logistics.
Maintain internal calendars and schedules related to site visits, meetings, and departmental activities while ensuring relevant teams are informed of upcoming appointments.
Assist with the preparation, organization, and distribution of event documentation, including contracts, banquet event orders, and other event‑related materials.
Maintain accurate digital event files and internal records to support event planning, billing, and operational coordination.
Provide on‑site administrative support for events and weddings during peak seasons, assisting with guest arrival coordination, photography access, and general event‑day logistics within designated estate areas.
Coordinate internal requests related to event logistics such as transportation, access permissions, and ticketing when applicable.
Additional Responsibilities
Support deposit collection and payment‑tracking processes in coordination with the catering sales team and internal financial systems.
Assist with preparing schedules, reports, and operational communications for internal departments as needed.
Maintain shared departmental calendars, meeting spaces, and administrative resources used by the catering sales team.
Assist with maintaining office supplies, equipment, and general administrative organization within the department.
Assist with the preparation and documentation of internal catering events and private dining inquiries.
Other tasks as assigned.
Qualifications
High school diploma. Additional education, training, and/or certification(s) preferred.
At least two (2) years of related experience, preferably in hospitality or sales administration. Equivalent combination of education/experience considered. Ideal candidate will have related experience in an attraction or upscale hotels/resort.
Demonstrated commitment to delivery of world‑class internal/external guest service.
Proficiency in Excel, Word, and Canva; ability to quickly learn Biltmore's systems and procedures, as well as products and services.
Outstanding interpersonal and communication skills, and telephone etiquette; ability to convey information clearly, concisely, and effectively to various audiences; strong guest service recovery skills; building positive working relationships internally and externally.
Excellent planning, organizational, time and project management skills; keen attention to detail with focus on quality, accuracy, and service; prioritizes work, adapts.
Proactive, exercises good judgment; can anticipate, address, and troubleshoot issues; maintains confidentiality.
Represents company professionally at all levels, internally and externally; high ethical standards; reflects company core values.
Physical Requirements
The incumbent will work in an office environment.
The incumbent will be required to lift up to 50 pounds occasionally.
Remain sitting for 60% of the shift.
Utilize office machinery throughout shift.
Must be able to modulate voice tone, inflection, and pitch when speaking by phone or in person.
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The Catering Administrative Assistant provides comprehensive administrative and operational support to the Catering Sales team. This role serves as a key point of coordination for client communications, event documentation, scheduling, and internal logistics. The position ensures efficient organization of event details, supports client interactions, and assists in maintaining seamless communication between departments involved in catering and wedding events.
Essential Job Duties
Provide general administrative support to the Catering Sales team, including managing shared inbox communications, assisting with client inquiries, and supporting lead qualification processes.
Prepare materials and documentation for client site visits, tastings, and meetings, and assist with welcoming guests and coordinating visit logistics.
Maintain internal calendars and schedules related to site visits, meetings, and departmental activities while ensuring relevant teams are informed of upcoming appointments.
Assist with the preparation, organization, and distribution of event documentation, including contracts, banquet event orders, and other event‑related materials.
Maintain accurate digital event files and internal records to support event planning, billing, and operational coordination.
Provide on‑site administrative support for events and weddings during peak seasons, assisting with guest arrival coordination, photography access, and general event‑day logistics within designated estate areas.
Coordinate internal requests related to event logistics such as transportation, access permissions, and ticketing when applicable.
Additional Responsibilities
Support deposit collection and payment‑tracking processes in coordination with the catering sales team and internal financial systems.
Assist with preparing schedules, reports, and operational communications for internal departments as needed.
Maintain shared departmental calendars, meeting spaces, and administrative resources used by the catering sales team.
Assist with maintaining office supplies, equipment, and general administrative organization within the department.
Assist with the preparation and documentation of internal catering events and private dining inquiries.
Other tasks as assigned.
Qualifications
High school diploma. Additional education, training, and/or certification(s) preferred.
At least two (2) years of related experience, preferably in hospitality or sales administration. Equivalent combination of education/experience considered. Ideal candidate will have related experience in an attraction or upscale hotels/resort.
Demonstrated commitment to delivery of world‑class internal/external guest service.
Proficiency in Excel, Word, and Canva; ability to quickly learn Biltmore's systems and procedures, as well as products and services.
Outstanding interpersonal and communication skills, and telephone etiquette; ability to convey information clearly, concisely, and effectively to various audiences; strong guest service recovery skills; building positive working relationships internally and externally.
Excellent planning, organizational, time and project management skills; keen attention to detail with focus on quality, accuracy, and service; prioritizes work, adapts.
Proactive, exercises good judgment; can anticipate, address, and troubleshoot issues; maintains confidentiality.
Represents company professionally at all levels, internally and externally; high ethical standards; reflects company core values.
Physical Requirements
The incumbent will work in an office environment.
The incumbent will be required to lift up to 50 pounds occasionally.
Remain sitting for 60% of the shift.
Utilize office machinery throughout shift.
Must be able to modulate voice tone, inflection, and pitch when speaking by phone or in person.
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