About Company
The Hyatt Regency Santa Clara stands as a beacon of hospitality and a premier destination for conferences, events, and leisure travel in the heart of Silicon Valley. We pride ourselves on creating memorable experiences for our guests, driven by a passionate and dedicated team. Our commitment to excellence extends through every facet of our operation, from luxurious accommodations to world-class dining and exceptional event services. We foster an environment where colleagues are valued, growth is encouraged, and outstanding service is celebrated. Joining the Hyatt Regency Santa Clara means becoming part of a global family known for its spirit of care, innovation, and dedication to crafting unforgettable moments.
Job Description
We are seeking a highly organized and customer-focused Catering Assistant to join our dynamic events team at the Hyatt Regency Santa Clara. This pivotal role focuses on supporting our catering and sales efforts, specifically in coordinating logistics related to guest accommodation blocks for large events and managing details for our valuable sponsorship partners. You will be instrumental in ensuring seamless execution, from initial client contact through post-event follow-up. This is a fantastic opportunity for an individual with a passion for hospitality, meticulous attention to detail, and a proactive approach to problem-solving. You will work closely with catering managers, event planners, and various hotel departments to deliver exceptional service and uphold the Hyatt standard of excellence. The role requires strong administrative skills, the ability to juggle multiple tasks, and excellent communication to interact effectively with clients, sponsors, and internal teams. If you thrive in a fast-paced environment and are eager to contribute to the success of high-profile events, we encourage you to apply and help us continue to create extraordinary experiences for our guests and partners.
Key Responsibilities
- Provide comprehensive administrative support to the Catering and Events team, focusing on accommodation and sponsorship-related activities.
- Assist in the preparation of detailed event orders, contracts, and other necessary documentation for client and sponsor events.
- Coordinate room block management for groups, ensuring accurate reservations, manifest updates, and communication with the front office and reservations teams.
- Liaise directly with event clients and sponsorship contacts to gather requirements, answer inquiries, and ensure their needs are met promptly and professionally.
- Support the sales team in creating compelling proposals and presentations for potential clients and sponsors.
- Manage and maintain client and sponsor databases, ensuring all information is current and accurate.
- Assist with on-site event setup, coordination, and breakdown as needed, particularly for sponsorship activations or guest check-in processes.
- Handle incoming calls and emails, redirecting inquiries and providing initial information regarding event services and availability.
- Process event-related invoices, payments, and financial reconciliation in coordination with the accounting department.
- Conduct post-event follow-up with clients and sponsors to gather feedback and ensure satisfaction.
- Attend departmental meetings and contribute to team efforts for continuous improvement in service delivery.
Required Skills
- Exceptional organizational and time management skills, with the ability to prioritize and manage multiple tasks simultaneously.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong verbal and written communication skills, with a professional and friendly demeanor.
- Proven ability to work effectively in a fast-paced, high-pressure environment.
- Detail-oriented with a high degree of accuracy in all tasks.
- A strong commitment to delivering outstanding customer service.
- Ability to work collaboratively as part of a diverse team.
- Flexibility to work evenings, weekends, and holidays as required by business demands.
Preferred Qualifications
- Previous experience (1+ year) in a hospitality, catering, events, or administrative support role.
- Familiarity with hotel operating systems or event management software (e.g., Opera, Delphi).
- Associate's degree or certification in Hospitality Management, Business Administration, or a related field.
- Knowledge of local attractions, venues, and services in the Santa Clara / Silicon Valley area.
Perks & Benefits
- Competitive hourly wages.
- Comprehensive health, dental, and vision insurance plans.
- Paid time off (vacation, sick leave, holidays).
- 401(k) retirement plan with company match.
- Discounted hotel stays worldwide at Hyatt properties.
- Opportunities for professional development and career advancement within Hyatt.
- Complimentary meals during shifts.
- Access to a dynamic and supportive work environment.
How to Apply
Eager to contribute your talents to a world-class hospitality team? Please click on the application link below to explore current openings and submit your detailed application directly through the Hyatt Careers portal. Be sure to highlight your relevant experience in catering, event coordination, or administrative support.