Catering Administrative Assistant

Description

About Heritage Hotels & Resorts

Heritage Hotels & Resorts is New Mexico’s premier locally owned hospitality group, built on a deep respect for culture, place, and people. Our luxury hotels and award-winning restaurants are rooted in authentic storytelling, exceptional service, and community pride. We care for our guests, our team, and our neighborhoods with the same intention. If you’re passionate about hospitality and delivering exceptional experiences, we invite you to join the Heritage family.

Why This Role Matters

The Catering Administrative Assistant is the organizational support behind a seamless catering and event experience. In this role, you’ll support the Catering Sales Manager with client communication, scheduling, event documentation and coordination while helping ensure every detail moves smoothly from initial inquiry through event execution.

What You’ll Do

• Manage catering calendars, client appointments, site tours, meetings and event-related deadlines.
• Coordinate client meetings, tastings, site tours and event planning appointments.
• Monitor incoming catering inquiries, gather initial information and support timely client follow-up.
• Prepare, organize and distribute proposals, contracts, menus and event documentation.
• Maintain accurate client, event, contract and sales records within applicable systems.
• Track contracts, deposits, payments, deadlines and outstanding event documentation.
• Support client communication and coordinate event details including menus, guest counts, timelines, layouts and special requests.
• Distribute event information and coordinate with culinary, banquet, operations and other internal teams.
• Provide general administrative support including reports, correspondence, data entry, filing and document preparation.

Why You’ll Love Working With Us

• Competitive pay and comprehensive benefits including a 25% match for 401k!
• Generous employee discounts across Heritage Hotels, restaurants, spa, and retail!
• Complimentary meals during scheduled shifts!
• Free employee parking!
• Opportunities to grow your skills and career by working across multiple hotel locations, allowing you to build a full-time schedule and enjoy full-time benefits!
• Supportive, people-first culture rooted in New Mexico pride and community!

Requirements

• High school diploma or equivalent required.
• Previous administrative, hospitality, catering, event or sales support experience preferred.
• Strong organizational, time-management and communication skills with excellent attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced hospitality environment.
• Strong computer skills with the ability to learn catering, sales and event management systems.
• Ability to work independently while collaborating effectively with clients and internal teams.
• Ability to occasionally lift up to 25 pounds, move throughout event spaces as needed and maintain schedule flexibility based on business and event needs.