Job Description

Are you looking to gain practical experience in event administration and coordination? As a Catering & Conference Services Support Intern, you will provide daily administrative backing to help our department manage resort events smoothly. In this role, you will handle interdepartmental communications, assist with file management, and use our conference services software to process Banquet Event Orders (BEOs) for corporate groups, member events, and golf packages—all while maintaining the professionalism and confidentiality required in event logistics.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• This position is the Resorts contact for coordination and creation of BEO’s and Contracts for Local, in conjunction with groups, and Member Groups. Converse and Negotiate with Clients in a professional manner.
• Composition of detailed reports, daily, weekly, monthly and annually.
• Daily correspondence to include, but not be limited to; emails, memos and letters.
• All correspondence and reports are expected to be complete in a timely fashion to ensure deadlines are met.
• Proactive to introduce systems, letter writing, and organizational skills that will enhance the office’s performance.
• Secretarial skills such as telephone skills, personal grooming, letter composition, appointment scheduling, filing, and accountability for numeric calculations are all paramount.
• Excellent computer skills and programs to include: Microsoft Word, Outlook, PowerPoint, and Excel.
• Members of the conference services office maintain complete confidentiality relative to all aspects of our business, (i.e. rate negotiation, personnel issues, reports, human resource counseling). A breach of this confidentiality can result in termination of employment.
• There are occasions in which you will be asked to assist or take on special projects. They can range from attendance at client social functions, to coordination of direct mail.
• Complete all assignments requested of you
• Must follow proper grooming and dress standards set forth by the Employee Handbook
• Must understand and abide by environmental practices of the resort
• Other duties as assigned

EDUCATION/EXPERIENCE

• MUST BE currently enrolled at a University, College, or Community College and receive college credit for the Internship
• Proficient English skills (reading, writing, speaking, grammar, etc.)
• Previous secretarial experience in a sales/marketing/catering environment helpful, but not required

ADDITIONAL INTERNSHIP RESPONSIBILITIES

• Job shadow in other departments
• Attend bi-weekly intern meetings and committee meetings
• Complete internship projects
• Work a flexible schedule, 30-40+ hours per week

OTHER SKILLS AND ABILITIES

• Maintain open line of communication with supervisor
• Good rapport with fellow employees and reflect positive attitude
• Secretarial skills such as telephone skills, personal grooming, appointment scheduling, filing, and accountability for numeric calculations are all paramount
• Must exemplify “can do” attitude with clients and fellow staff members
• A willingness to learn and communicate efficiently utilizing written and verbal

TYPICAL PHYSICAL DEMANDS

• While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear
• The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and taste or smell
• The employee must occasionally lift and/or move up to 25 pounds

TYPICAL MENTAL DEMANDS

• Having a positive attitude and willingness to jump right in and help is a must for this position
• Being able to understand different personality types
• Stressors may include: deadlines, difficult conversations, multitasking, unexpected demands, critical decision making, etc.

WORKING CONDITIONS

Noise level in this environment is usually moderate. Must be able to work flexible hours including days, evenings, weekends and holidays.

Native American Preference will apply. Must be able to pass a background investigation and drug screen as a condition of employment. This job description is not intended to be all-inclusive. An employee will also perform other reasonable related job responsibilities as assigned by their supervisor and/or other management of the Resort to meet the current needs of the department or business.