Hilton Clearwater Beach Resort & Spa is looking for an Administrative Assistant / Wedding Coordinator to join our team
Location: Hilton Clearwater Beach Resort & Spa
Department: Catering & Events
Reports To: Director of Catering & Events
Position Summary
Hilton Clearwater Beach Resort & Spa is seeking a highly organized, detail-oriented, and service-focused Administrative Assistant/Wedding Coordinator to support our Catering & Events team. This dual-role position combines administrative responsibilities with wedding coordination, helping ensure seamless event planning and exceptional client experiences.
The ideal candidate is a strong communicator who thrives in a fast-paced environment, enjoys building client relationships, and can effectively manage multiple priorities while maintaining a high level of professionalism and attention to detail.
Essential Responsibilities
Administrative Support
- Provide administrative support to the Catering & Events Department.
- Manage department calendars, appointments, and meeting schedules.
- Assign leads, reports, and correspondence.
- Distribute event orders for Catering & Events to correct departments
- Maintain accurate client files, event documentation, and database records.
- Assist with invoices, deposits, billing follow-up, and payment tracking.
- Coordinate interdepartmental communication between Sales, Catering, Banquets, Culinary, Front Office, and Accounting teams.
- Answer phone calls, respond to email inquiries, and provide exceptional customer service.
- Maintain office organization and support departmental projects as assigned.
Wedding Coordination
- Serve as a primary point of contact for wedding clients throughout the planning process.
- Conduct venue tours and assist couples with wedding planning consultations.
- Coordinate menu tastings, timeline development, room layouts, and event logistics.
- Prepare and distribute event orders and wedding timelines to operational teams.
- Facilitate communication between clients, vendors, and hotel departments.
- Attend wedding rehearsals and wedding events as needed.
- Ensure all event details are confirmed and communicated accurately before execution.
- Assist with ceremony, reception, and related wedding event setup coordination.
- Address client requests and resolve issues promptly to ensure a memorable guest experience.
Qualifications
- Associate''s degree preferred; equivalent work experience considered.
- Minimum 1-2 years of administrative, hospitality, catering, event planning, or wedding coordination experience preferred.
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Ability to manage multiple deadlines and priorities simultaneously.
- Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Experience with PEP, Delphi,Sertifi, CRM systems, or event management software preferred.
- Professional presentation and customer service skills.
- Ability to work flexible hours, including evenings, weekends, and holidays as business demands require.
Knowledge, Skills & Abilities
- Exceptional attention to detail.
- Strong problem-solving and decision-making abilities.
- Ability to work independently and collaboratively.
- Positive and professional attitude.
- Strong interpersonal skills with the ability to build relationships with clients, vendors, and team members.
- Passion for hospitality and creating memorable experiences.
Benefits
- Competitive compensation
- Hilton travel benefits
- Medical, dental, and vision insurance
- Paid time off
- Career growth and development opportunities
- Employee discounts and team member recognition programs
EOE
Hilton Clearwater Beach Resort & Spa is owned and operated by Crestview Management, LLC.