Wedding Administrative Assistant - Full Time, Year Round

POSITION:          Wedding Administrative Assistant

DEPARTMENT:  Wedding

BASIC JOB FUNCTIONS AND RESPONSIBILITES:

 The Wedding Administrative Assistant is an active member of the Food and Beverage Division, contributing to the proper and timely flow of information and assistance.  The administrative and clerical functions are completed efficiently to satisfy requests of Food and Beverage Director and Wedding Sales Manager.  All interactions with Mohonk Mountain House guests and staff are professional, supportive, courteous and welcoming.  

 ESSENTIAL JOB FUNCTIONS:

• Respond to inquiries received via telephone, email, Meeting Broker, and Here Comes the Guide, providing prospective clients with accurate details pertaining to Mohonk Mountain House wedding packages and guidelines. 
• Assist with preparation of wedding and room block contracts. 
  • Provide support with typing letters, memos, and menus, as needed. 
  • Generate or update, as needed, wedding day guest lists and seating charts. 
  • Prepare signage for designated wedding areas and private dining rooms.  
  • Provide site tours of the wedding venues for prospective clients.
  • Maintain up-to-date and accurate recommended wedding vendor lists.
  • Update Banquet Event Order binder daily with current events scheduled for each week. 
  • Order office supplies as requested and needed, following proper channels of requisition, purchase order and approval process through the Adaco system.
  • Attend Banquet Event Order and Staff meetings when necessary. 
  • Provide day-of assistance during wedding events; greet, direct, and escort guests, set up various wedding items, i.e., programs, seating cards, flowers, favors, candles, etc., patrol and monitor noise and traffic in ceremony areas.    
  • Assist with special projects and duties assigned by Food & Beverage Director and Wedding Sales Manager.
  • Promote safe and secure working environment,and notify Mohonk Mountain House Security immediately to emergency situations. 
  • Understand and maintain NYS and Mohonk Mountain House liquor regulations concerning the serving of alcohol/consumption.
  • Demonstrate good social skills and enjoyment working with people in a service position.
  • Promote positive atmosphere of cooperation and team building with all Mohonk Mountain House staff throughout all departments.
  • Prepare administrative reports in a clear, logical manner.
  • Demonstrate proficiency with Windows-based operating systems and use software including MS Word, MS Excel, MS Outlook.  Develop proficiency in all job-related software systems and applications.
  • Create and maintain computer and hard copy files.  
  • File letters, correspondences, reports, etc. in file cabinet drawers ranging from 1’ to 7’ from the floor. 
  • Inspect the work of others by touch, sight, sound and smell for conformance to prescribed standards of cleanliness.
  • Speak, read and write the English language and communicate in a clear and congenial manner, with our guests, visitors and employees.  Hear verbal instructions, directions and warnings.
  • Reach with hands and arms, bend, kneel, stoop, twist and flex arms, walk up and down stairs/inclines, sit, climb up/down ladders or stand for up to 3-4 hours at a time.
  • Lift up to 25 pounds from ground level to waist level and carries a distance of up to 200 feet with/ without assistance.  Walk up to 7 miles per day.
  • See close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. 
  • Work extended periods of time viewing a computer video monitor and/ or operating a keyboard.
  • Work outdoors and exposed to natural elements.
  • Exert physical effort and endure abundant physical movement inside and outside the Mohonk Mountain House in preparation for and during the weddings. 
  • Stand for long periods of time for the purpose of greeting guests and for patrolling and monitoring event areas.   
  • Drive and operate a golf cart in a safe and appropriate manner adhering to Mohonk Mountain House guidelines.
  • Adhere to Mohonk Mountain House’s Dress and Grooming Standards; presenting a neat, clean and well-groomed appearance and maintaining a positive, professional image to our customers.
  • Learn and successfully demonstrate the Mohonk Mountain House Service Steps with Service Strategies with guests and staff.  
  • Learn and retain knowledge of historical facts and information about Mohonk Mountain House.
  • Maintain a flexible work schedule including days/nights, weekdays/weekends, holidays, and during peak periods of business.

QUALIFICATIONS: 

• At least 18 years of age.
• Valid Driver’s License with at least 2 years of fully licensed driving experience.
• Prior experience in working with the public.
• Two to three years administrative assistant experience preferred.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.