Administrative Assistant

The Catering Department is seeking an Administrative Assistant, who will play a vital role in in ensuring the smooth and efficient operation of the catering office. This position provides comprehensive administrative support to the Catering Manager and the catering team, assisting with interdepartmental communication and general office tasks. The ideal candidate will be highly organized, detail-oriented, possess excellent communication skills, and thrive in a fast-paced environment.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

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• Manage the catering office event book. Monitor and update changes to events as they occur, according to routine practices. Communicate with other departments as needed to relay event changes. Assist with resolving scheduling issues as they occur, using prescribed methods.
• Attend Banquet Event Order meetings to take minutes and distribute to staff. Pull reports on a routine schedule and reconcile with daily, weekly and monthly schedules. Print daily of Banquet Event Order event book as scheduled.
• Create and maintain record keeping processes and databases under general supervision. Orders office supplies for all staff in assigned area, ensuring inventory is maintained. Operates and ensures maintenance of office equipment, submitting issue/repair tickets to IT.
• Drafts correspondence, answers questions and responds to complaints, making adjustments as needed, within established guidelines. Maintains calendars, regularly prioritizing meetings and appointments with some guidance.
• May provide interdepartmental administrative support as needed. Manages departmental email accounts and distributes information to impacted departments.
• Greets and serves customers in a friendly courteous manner. Assist departments and employees in resolving common discrepancies or procedural problems, referring complex issues to supervisor.
• Operates office equipment such as computers, contacting IT for all tickets, ordering office supplies for all staff including catering and banquet operations.
• Assist with catering events, as directed. Provide support on nights and weekends when requested. Other duties as assigned.

Knowledge, Skills, and Abilities:

• Excellent written and verbal communication skills.
• Strong organizational and time management skills with the ability to prioritize tasks and manage multiple projects simultaneously.
• Exceptional attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Strong customer service skills with a friendly and professional demeanor.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Physical Requirements:

• Ability to occasionally transport/move 30 pounds.

• High school diploma or high school diploma equivalency is required.
• Minimum of 3 years of relevant experience, or equivalent combination of education and work experience.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) is essential.
• Understanding of internal processes of a catering business within a university setting.
• Associate's degree or some college coursework preferred.