The Administrative Assistant for Catering & Conference Services plays a pivotal role in supporting the seamless execution of weddings, local social events, and special occasions. This position provides high-level administrative and organizational support to the Catering & Conference Services team, ensuring an exceptional guest experience from inquiry to event completion. This role assists in coordinating luxury once in a lifetime events by anticipating client needs and preferences. The job will also ensure clients receive optimum service in accordance with Pebble Beach Company standards.
Company Background:
Pebble Beach Company, (“PBC” or “The Company”) headquartered in Pebble Beach, California, owns and operates the world-famous Pebble Beach Resorts, including The Lodge at Pebble Beach, The Inn at Spanish Bay, and Casa Palmero. The Company also operates five renowned golf courses: Pebble Beach Golf Links, home of the 2027 U.S. Open, Spyglass Hill Golf Course, The Links at Spanish Bay, Del Monte Golf Course, and the Tiger Woods designed short course, The Hay.
Its other famed properties include scenic 17-Mile Drive, The Spa at Pebble Beach, Forbes Five-Star certified since 2014, Pebble Beach Golf Academy & Practice Facility, and a diverse offering of culinary and retail experiences. PBC annually hosts premier events such as the Pebble Beach Concours d’Elegance, AT&T Pebble Beach Pro-Am, TaylorMade Pebble Beach Invitational, Pebble Beach Food & Wine and PURE Insurance Championship.
Essential Duties & Responsibilities:
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Will act as the primary support staff for the Catering team.
- Generate and distribute daily reports.
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Maintain accurate client records, contracts, and process invoices.
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Schedule, coordinate and set up meetings, venue tours, menu tastings, planning sessions and appointments.
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Professionally communicate directly with clients via email, written correspondence, and telephone.
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Answer telephone calls providing timely, polished, and professional responses.
- Assist with the creation of Banquet Event Orders, Program Resumes, Cost Estimates, Event Diagrams, and Restaurant Reservations.
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Maintain and organize client files, contracts, banquet event orders (BEOs), invoices, and payment records with confidentiality.
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Ensure the highest level of guest service, anticipating client needs and assisting with last-minute event adjustments.
- Provide on-site event support as needed, ensuring an elegant and seamless experience for clients and their guests.
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Comply with all Pebble Beach Company safety and health policies and procedures.
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Strong attention to detail and accuracy in all tasks.
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Comfortable managing multiple tasks simultaneously in a time sensitive atmosphere.
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Assist with the execution of upcoming Pebble Beach Concours d’Elegance, AT&T Pebble Beach Pro-Am, and the 2027 U.S. Open at Pebble Beach.
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Standard workweek: Tuesday – Saturday.
Absolutely Required Skills:
- Polished communication and interpersonal skills with the ability to engage high-profile clients.
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Experience: 2+ years of administrative experience in luxury hospitality, event planning, or catering services.
- Proficient in Microsoft Office Suite (Word, Excel, and Outlook). Experience with programs like Delphi, Amadeus and Salesforce.
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Detail-oriented with strong problem-solving skills.
Desired Skills:
- Hospitality experience, specifically an understanding of weddings, high-end dining events, menu planning, wine pairings, and service standards.
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Minimum two years college-level education, B.A., or B.S. degree.
Why work for Pebble Beach Company:
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Competitive Pay: $25.00/hour.
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Enjoy world-class health and wellness benefits. For Full Time employees, comprehensive medical, dental, vision, and life insurance is available. In addition, our Health & Wellness Center provides employees with unlimited access to a physician and medical team to tend to you and your family’s health needs free of cost.
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Prepare for your future. You will be eligible to participate in our 401(K) retirement program. Pebble Beach Company will match $.75 for every $1 you contribute to your 401(k), up to 6% of eligible compensation. In addition, the company will contribute an amount to your 401K each quarter based on your hours worked, along with a discretionary contribution at the end of each fiscal year.
- We encourage YOU to be our guest. You will receive discounts at all Pebble Beach restaurants, retail shops, and our Forbes Five Star Spa. In addition, Hotel discounts are also available during select seasons.
- Play our world-famous golf courses! Enjoy our Employee Golf Privileges including Employee Tee Times, Tournaments, and Company Club.
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Grow your career with Pebble Beach. We provide opportunities for ongoing learning and development, as well as promotions and transfers to advance your career.
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Lunch is on us. Enjoy a complimentary meal during your shift in our Employee Dining Room.
We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.
