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Event Planner Assistant

4 months ago

Stroudsburg, United States Stroudsmoor Country Inn Full time

The Event Planning Assistant (EPA) will provide administrative support to one or more Event Planners. The EPA will report directly to Barbara Ciaramella, the Senior Event Planner (SEP). The EPA is an integral member of the Event Team.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Good oral and written communication skills are essential for the position. The EPA must have the ability to follow written and verbal instructions. The EPA will assist in several phases of the wedding planning process, primarily providing administrative support; oftentimes, involving considerable client contact as directed by the SEP.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

- Sort incoming mail addressed to the SEP
- Organize and arrange the SEP’s daily appointments
- Follow-up with existing clients as directed by the SEP
- Respond in a timely manner to all requests by the SEP
- Work closely and respectfully with other members of the Event Team
- Maintain accurate records for SEP
- Attend rehearsals and wedding ceremonies (Execute when multiple events overlap)
- The EPA must become proficient with the Sales & Catering Module of the Visual One Hospitality Software, including the appointment calendar, function book, booking creation, invoicing, and posting of deposits.
- The EPA will continually update, retrieve, and re-file event folios.
- For existing event clients, the EPA will be asked to conduct limited event facility tours to extended family members who have not previously seen the facilities.
- When necessary, liaison with other bridal professionals i.e. DJs, Photographers, etc.
- Regularly follow-up with all planners to obtain the necessary client approvals for Pocono Record wedding page submissions. EPA will submit the completed package to the Pocono Record.
- Other duties as may be assigned.

**REQUIREMENTS**:

- Some formal hospitality training / education helpful but not required
- A minimum of 3 years as an administrative assistant
- The ability to work in a fast-paced, deadline -oriented environment
- The ability to work in a Family-owned and operated business
- Motivated self-starter with customer friendly attitude and excellent problem-solving skills
- Well-organized with the ability to handle multiple tasks simultaneously and the ability to prioritize projects
- Computer knowledge/skills-including Microsoft Office Programs
- Self-motivated, proactive, and hard-working
- Good oral and written communication skills
- The ability to communicate with the front desk, custodial, kitchen and dining room managers / chefs to ensure the timely delivery of event information and continuity among all departments as it relates to the clients assigned to the SEP.