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Administrative Assistant / Wedding Coordinator

• 1.0 Clearwater Beach, FL 33767 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.