Special Events and Barn Catering Administrative Assistant

Yellowstone Club's Special Events team is seeking a Special Events and Barn Catering Administrative Assistant to join their team.

The purpose of the Special Events and Barn Catering Administrative Assistant is to provide support to the Special Events / Barn Catering department by maintaining records, tracking and coding expenses, assisting with employee hiring/onboarding/hours/off boarding, payroll, BEO creation and distribution, employee reimbursements along with general administrative duties. 

Major Responsibilities:

• Empowered to guarantee total guest satisfaction, display hospitality and professionalism to our members at all times, take pride in representing Yellowstone Club professionally with our members and guests and assure that all transactions with guests are handled in a legal and ethical manner.
• Understand and apply all property safety and security procedures to maintain a secure and safe environment for employees, members, and guests at all times.  In the event of an accident or emergency, seek medical attention if necessary and contact the General Manager or Human Resources immediately.
•  Maintain a favorable working relationship with all company employees to foster and promote a positive working environment.

Essential Job Functions:

•  Communicate respectfully with YC VPs, CDCs, GMs, employees, as well as, outside vendors
•  Answer phone calls and direct all incoming calls in the appropriate party promptly and efficiently
•  Assist Director of Special Events & Catering as well as Banquet Manager with Calendar management, emails, capex, and other miscellaneous tasks as instructed
• Code and maintain all invoices, expense reports of Special Events & Catering and Barn Catering personnel, and Pcard reconciliation
• Assist Director of Special Events & Catering, Barn Catering Manager and Barn Catering Assistant Manager with hiring/orientation/onboarding/off boarding
• Keep and maintain adequate records of all Special Events & Barn Catering files
• Payroll, Vacation Requests and Scheduling for Special Events & Barn Catering
•  Complete work orders as needed for the Special Events & Barn Catering department
• Submit help desk tickets for all Special Events & Barn Catering department technology needs, improvements, and wishes
• BEO Change Log updates and distributions
•  BEO Distributions
• Banquet Menu & BEO edits and implementation

Other Duties and Responsibilities :

• Perform all duties and responsibilities in a timely and efficient manner in accordance with established Club policies, procedures, and standards of service to achieve the overall objectives of this position.
• Attends weekly, Event and Food and Beverage meetings to review Special Event & Barn Catering requirements.
• Maintain a positive and respectful attitude
• Maintain a clean and neat appearance at all times.
• Treat co-workers, vendors, and guests with professionalism and respect at all times.
• Maintain privacy and confidentiality for all levels of co-workers, vendors, and members.
• Perform work in a safe and high-quality manner.
• Must be able to work flexible work hours/schedule including weekends and holidays. Long hours may be required due to business demands

 Experience/Education Required

• Bachelor’s degree in related field, and/or equivalent experience
• Previous knowledge of catering, events, and culinary operations a plus

OR

• 2-year degree from an accredited university in Hospitality, Hotel and Restaurant Management, or related major; 2 years’ experience in the events, catering, food and beverage, or related professional area.

Certificates & Licenses

Valid State Driver’s License

Yellowstone Club's Special Events team is seeking a Special Events and Barn Catering Administrative Assistant to join their team.

The purpose of the Special Events and Barn Catering Administrative Assistant is to provide support to the Special Events / Barn Catering department by maintaining records, tracking and coding expenses, assisting with employee hiring/onboarding/hours/off boarding, payroll, BEO creation and distribution, employee reimbursements along with general administrative duties. 

Major Responsibilities:

• Empowered to guarantee total guest satisfaction, display hospitality and professionalism to our members at all times, take pride in representing Yellowstone Club professionally with our members and guests and assure that all transactions with guests are handled in a legal and ethical manner.
• Understand and apply all property safety and security procedures to maintain a secure and safe environment for employees, members, and guests at all times.  In the event of an accident or emergency, seek medical attention if necessary and contact the General Manager or Human Resources immediately.
•  Maintain a favorable working relationship with all company employees to foster and promote a positive working environment.

Essential Job Functions:

•  Communicate respectfully with YC VPs, CDCs, GMs, employees, as well as, outside vendors
•  Answer phone calls and direct all incoming calls in the appropriate party promptly and efficiently
•  Assist Director of Special Events & Catering as well as Banquet Manager with Calendar management, emails, capex, and other miscellaneous tasks as instructed
• Code and maintain all invoices, expense reports of Special Events & Catering and Barn Catering personnel, and Pcard reconciliation
• Assist Director of Special Events & Catering, Barn Catering Manager and Barn Catering Assistant Manager with hiring/orientation/onboarding/off boarding
• Keep and maintain adequate records of all Special Events & Barn Catering files
• Payroll, Vacation Requests and Scheduling for Special Events & Barn Catering
•  Complete work orders as needed for the Special Events & Barn Catering department
• Submit help desk tickets for all Special Events & Barn Catering department technology needs, improvements, and wishes
• BEO Change Log updates and distributions
•  BEO Distributions
• Banquet Menu & BEO edits and implementation

Other Duties and Responsibilities :

• Perform all duties and responsibilities in a timely and efficient manner in accordance with established Club policies, procedures, and standards of service to achieve the overall objectives of this position.
• Attends weekly, Event and Food and Beverage meetings to review Special Event & Barn Catering requirements.
• Maintain a positive and respectful attitude
• Maintain a clean and neat appearance at all times.
• Treat co-workers, vendors, and guests with professionalism and respect at all times.
• Maintain privacy and confidentiality for all levels of co-workers, vendors, and members.
• Perform work in a safe and high-quality manner.
• Must be able to work flexible work hours/schedule including weekends and holidays. Long hours may be required due to business demands

 Experience/Education Required

• Bachelor’s degree in related field, and/or equivalent experience
• Previous knowledge of catering, events, and culinary operations a plus

OR

• 2-year degree from an accredited university in Hospitality, Hotel and Restaurant Management, or related major; 2 years’ experience in the events, catering, food and beverage, or related professional area.

Certificates & Licenses

Valid State Driver’s License