Meetings & Special Events Administrative Assistant
Langham Hotels International - Los Angeles, CA

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Job Summary

The Langham Huntington, Pasadena is an iconic landmark hotel since 1907, located at the base of the picturesque San Gabriel Mountains, just minutes from downtown Los Angeles in beautiful Pasadena.

Located on 23 acres with grand historic ballrooms and gardens, the hotel features world-class dining, an award-winning spa and recreational choices such as tennis and nearby golf.

The Langham is the perfect place to stay when you want access to the bustling city while being safely tucked away in your own private haven.

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We are currently searching for an outstanding Meetings & Special Events Administrative Assistant to join our highly successful Meetings and Special Events (MSE) Team.



The primary responsibility of the Meetings & Special Events Administrative Assistant is to provide secretarial and clerical support to the Meetings & Special Events Managers within the department in order to effectively serve the needs of hotel clients.

RESPONSIBILITIES AND JOB DUTIES: · Accurately, and in a timely manner, completes typing of dictation and handwritten materials such as Thank you letters, amenity cards, introduction letters for new groups, close out banquet checks, prepare menus for clients, assist with resume updates, Banquet Event Orders (BEO), etc. as requested by assigned MSE Manager(s).
· Completes and processes various forms such as check requests, registration forms, etc. as requested by managers.
· Participates in a rotating work schedule for late night office coverage.
· Accurately completes distribution of booking sheets, function sheets, rooming lists, and contracts on a daily basis using the correct office procedure.
· On a daily basis, completes photocopying as required to maintain up-to-date files and process out-going mail.
· Promptly and politely answers incoming phone lines for self and assigned managers by the 3rd ring if Receptionist is unavailable. As necessary, transfers the call or takes a complete message for placement in the correct message slot.
· Assists in coverage of the Reception Desk by working the desk 1 day per week during the Receptionist’s lunch hour, and as scheduled during the Receptionist’s absence.
· Politely and promptly greets and assists visitors to the office.
· Maintains an appropriate personal appearance based on dress code standards set by the hotel and the department.
· Attends mandatory in-service programs as assigned.
· Adheres to all hotel policies and procedures in the performance of duties.
· Maintains an orderly, safe, and efficient work area.
· Completes other projects and duties as assigned.
· Employee reports to work as scheduled and on time. On time means in proper uniform and at appropriate work location ready to begin work.
· Employee notifies MSE Manager or Director of Meetings & Special Events in advance when unable to report to work or if going to be late.
· Obtains prior permission from the MSE Manager or Director of Meetings & Special Events for planned absences such as vacation days.
PHYSICAL DEMANDS: · Requires walking, sitting, or standing to a significant degree. · Ability to lift 20 lbs.

SPECIAL SKILLS REQUIRED: · Must have knowledge of the lighting and sound equipment and usage. · Must be able to effectively work with a variety of internal and external customers and staff. · Ability to work flexible schedule to ensure event coverage. · Must have developed language skills to the point to be able to read newspapers, periodicals, journals, and manuals. · Write business letters, summaries, and reports, using prescribed format, and conforming to all rules of punctuation, grammar, diction, and style.

EDUCATION REQUIRED: · High School Diploma required.
EXPERIENCE REQUIRED: · Previous luxury hotel experience preferred but not required.

About this company
Langham has a legendary hotel heritage dating back to 1865 when the Langham Hotel in London originally opened as Europe's first Grand Hotel....