Sales & Catering Assistant- Mountain Shadows - Mountain Shadows

About Us:At Pyramid Global Hospitality, people come first. As a company that values its employees, Pyramid Global Hospitality is dedicated to creating a supportive and inclusive work environment that fosters diversity, growth, development, and wellbeing. Our commitment to a People First culture is reflected in our approach to employee development, employee benefits and our dedication to building meaningful relationships.   Pyramid Global Hospitality offers a range of employment benefits, including comprehensive health insurance, retirement plans, and paid time off, as well as unique perks such as on-site wellness programs, local discounts, and employee rates on hotel stays. In addition, Pyramid Global Hospitality is committed to providing ongoing training and development opportunities to help our people build the skills and knowledge they need to advance their careers.   Whether you are just starting out in the hospitality industry or are a seasoned professional, Pyramid Global Hospitality offers a supportive and collaborative work environment that encourages growth and fosters success, in over 230 properties worldwide. Join their team and experience the benefits of working for a company that values its employees and is committed to creating exceptional guest experiences.   Check out this video for more information on our great company!Location Description:  Welcome to Mountain Shadows Resort, a tranquil oasis in the heart of Scottsdale, Arizona, proudly part of the Pyramid Global Hospitality portfolio. With 217 inviting guest rooms and 7,500 sq ft of meeting space spread across 11 versatile rooms, Mountain Shadows Resort is not just a place to stay—it's a serene haven that seamlessly integrates comfort with career opportunities.   Nestled in the breathtaking landscape of Scottsdale, Mountain Shadows Resort embodies the work culture fostered by Pyramid Global Hospitality, where professional growth and seizing opportunities take center stage. As a member of the Pyramid Global team, you'll enjoy benefits such as a 401k with a company match and recognition programs tailored to celebrate your achievements.   Join us at Mountain Shadows Resort, where your pathway to a fulfilling career is guided by an excellent People First Culture. It's about being part of a professional team that understands the unique energy of Scottsdale while supporting your individual career journey. Welcome to a professional environment within Pyramid Global Hospitality that encourages your personal and professional development!Overview:

Position Summary:

The Sales & Catering Admin Assistant will provide administrative assistance and support to the Sales, Catering and Conference Services, and Executive offices by creating, coordinating, and/or maintaining all related documentation/contracts, files, and reports generated by these departments.

Responsibilities include:

Catering, Conference Services & Sales

• Distribute Banquet Event Orders (BEOs) for all events.
• Coordinate Resumes for weekly meeting.
• Create and distribute Mountain Shadows’ Daily and Ten-Day Forecasts, ensuring all meetings/events are represented accurately.
• Create and distribute all meeting, event directional, and door signage.
• Update reader boards for meeting rooms.
• Plan and execute all in-house meetings, to include but not limited to:
  • New Employee Orientation.
  • Department Meetings.
  • Employee Events.
• Order and coordinate delivery of VIP amenities, tracking slips, F&B vouchers and amenity cards as needed.
• Assist Managers with faxing and copying of group resumes, BEOs, invoicing, wedding schedules, etc.
• Answers Sales & CCS phones as necessary
• Takes catering inquiries and assist with Wedding Lead Introductions emails as necessary
• Assist Catering/Conference Services Managers with in-house reports.
• Assist Sales Team with Sales Kits, promotional and marketing items.
• Maintaining and organizing office supplies.
• Maintaining and updating procedural manual
• In addition to performance of the essential functions, this position may be required to perform a combination of supportive functions, which will be determined by the Director of Catering & Conference Services.

Executive Office 

• Distributing employee anniversary cards and employee guest comment cards.
• Distribute and maintain Gift Certificates/trades, including internal trades (Employee Holiday parties)
• Update and maintain PowerPoint for employee communication slide show.
• Scheduling internal events
• Handling shipping for tradeshows and events
• Organizing Month end reporting
• Managing managers expense reports
• Updating and organizing Master agreements, filing hard copies
• Various coordinating with ownership and Management Company
• Organizing and distributing Holiday/vacation master scheduling for managers

Qualifications:

Specific Job Knowledge, Skill and Ability:

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities:

• Previous Administrative Assistant experience
• Previous hotel or resort experience preferred
• Proficiency with Microsoft Office.
• Computer set up skills, i.e., connecting printers to laptops.
• Must possess accurate keyboarding skills.
• Ability to stand, walk, and/or sit and continuously perform essential job functions for entire shift.
• Must be highly organized and detail-oriented.
• Must be able to work independently, handle multiple tasks while supporting the needs of both guests and the department.
• Strong desire to make an impact on other people
• Outgoing and engaging personality
• Excellent verbal and written communication skills
• Ability to work in a fast-paced setting
• Must adhere to practices of occupational safety and health.