Administrative Assistant / Wedding Coordinator

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.