Administrative Assistant CCS -Banquets - Full Time (Caesars Palace LV)

The Convention Services Administrative Assistant provides critical operational and administrative support for the Convention Services team. This role coordinates group documentation, manages departmental communications, prepares and distributes event resumes and reports, facilitates pre-convention meetings, processes client and internal requests, and supports Convention Services Managers in delivering successful meetings and events.

Provides administrative and operational support to the Convention Services team by coordinating event documentation, preparing group resumes and reports, managing client and internal requests, organizing pre-convention meetings, maintaining departmental records, and supporting Convention Services Managers to ensure the successful planning and execution of meetings, conventions, and special events.

• Answers incoming phone calls.  Greets persons calling in person or by phone in a professional manner.  Uses tact and discretion in screening calls, scheduling appointments, providing information and referring callers to appropriate departments or employees.
• Preparation and Distribution of correspondence to Groups to include but not limited to: Welcome, Introduction Letter, Resume Work Sheets, Thank You Letters, etc as requested by managers.
• Completion of request forms to include but not limited to: diamond card request forms, amenity requests, limo orders, key requests and other department orders requested by the Services Team. Ensure follow-up of these department requests 3 days prior to group arrival.
• Generation of Group Resumes at least 14 days prior to group arrival.  Ensures the Resumes get distributed at least 2 weeks prior to group arrival.  Ensuring prior to manager approval that all information is accounted for and accurate.  Resume should be grammatically correct and organized in a professional manner.
• Creates and maintains group files to include turnover, quick reference guide, necessary dividers and labels as requested by the specific manager in an organized manner.  
• Update the Master BEO files with new/revised BEO’s as they are distributed.
• Orchestrate all Group Pre-Cons to include: calendar invites, managing the attendance list, setting up the precon with appropriate tent cards in the correct places and ensuring the BEO is created and distributed to the proper departments.
• Produce and distribute weekly reports such as: Daily & Weekly Schedule, Change Log, Delphi, Reports and others as requested by the Services Team. Ensuring that all reports are inclusive of all necessary information provided by each manager.
• Taking appropriate lead information and distributing to the appropriate sales team and following up to insure client contact.
• Orders and maintains stock of department’s office supplies and collateral as needed using appropriate systems, staying within Department’s budget.  Additionally, ensuring bottled water and site visit supplies are readily available at all times.
• Responsible for Office equipment maintenance to include printer ink, toner and paper ordered in a timely manner.
• Responsible for General Office Appearance, files stored appropriately, supply cabinets/closets kept organized in a neat and professional manner.
• Assists clients and internal/external guests as required in a professional manner.
• Assists CSM’s with in-house meeting requests and completion of BEO’s
• Participates in special projects as requested by the Directors of Catering, Conventions & Events and Senior Managers.

Strong organizational, administrative, and communication skills with the ability to manage multiple priorities in a fast-paced environment. Proficient in Microsoft Office applications, attention to detail, customer service oriented, and capable of working independently while supporting a team. Experience in hospitality, convention services, event planning, or administrative support is preferred.Software Proficiencies to include Microsoft Outlook, Excel, PowerPoint.

• Strong Verbal and Written Communication Skills.
• Strong Organizational skills
• Customer Service Oriented
• Ability to manage time in a fast paced working environment
•  Experience in catering not required but preferred.