Administrative Assistant- F&B Team in San Antonio, Texas at Zachry

Who We Are

Based in San Antonio, Texas, Zachry Hotels is a proven leader in the development, management and ownership of hospitality assets. At Zachry Hotels, we are passionate about hospitality and surround ourselves with team members who share that same passion. Our tenure in the hospitality and hotel industry has provided us the knowledge and key relationships for success in hotel management, operation, and development. We take care of our clients, business partners and each other as family, within a culture of service and accountability, where we do the right thing because it is the right thing to do.

Together We Can Do Great Things® Every Person Matters® This Is More Than A Job®

Position Overview

The F&B Administrative Assistant provides administrative and operational support to the Banquets, Food & Beverage, and Culinary teams by coordinating event documentation, managing schedules and communications, preparing reports, and assisting with the execution of banquet and group events. This role plays an important part in delivering exceptional guest experiences and ensuring seamless coordination across departments in a fast-paced, full-service hotel environment.

What You'll Do

Administrative & Event Coordination

• Manage banquet and catering calendars, including meetings, site visits, tastings, and event appointments.
• Prepare, edit, and distribute banquet event orders (BEOs), contracts, reports, correspondence, and other event documentation.
• Coordinate banquet meetings, including agenda preparation, meeting notes, and follow-up communication.
• Maintain organized filing systems and accurate event records.
• Track event timelines, deposits, deliverables, and follow-up actions to support successful execution.
• Assist with hotel programs, banquet promotions, tastings, and special events.
• Maintain office supplies, banquet materials, and administrative resources for the department.
• Coordinate travel arrangements and accommodations for clients, vendors, or visiting event personnel when needed.

Communication & Guest Support

• Serve as a professional point of contact for clients, vendors, and internal hotel departments regarding banquet and event details.
• Screen calls, emails, and inquiries for Banquet, Food & Beverage, and Culinary leadership teams.
• Assist banquet and catering clients with requests to ensure exceptional service and guest satisfaction.
• Facilitate communication between Banquet leadership and hotel departments to support event readiness and execution.
• Provide administrative support for VIP functions, client recognitions, and hotel leadership events.

Financial & Operational Support

• Assist with invoice processing, billing coordination, expense reports, budget tracking, and administrative purchasing.
• Support preparation of banquet revenue reports, event forecasts, and financial presentations.
• Conduct research, compile event data, and prepare reports or recommendations as needed.
• Maintain confidentiality and accuracy in all administrative and financial tasks.

Cross-Department Collaboration

• Work closely with Sales, Culinary, Food & Beverage, Operations, Housekeeping, Engineering, and other hotel departments to support banquet and event operations.
• Provide administrative support to Food & Beverage and Culinary teams, including meeting coordination, scheduling, reporting, and departmental communications.
• Support Catering, Sales, Finance, and Operations teams with administrative coordination when requested.
• Provide relief coverage for reception or administrative functions as needed.
• Perform other duties as assigned in support of Banquet, Food & Beverage, and Culinary operations.
• Maintain reliable and consistent attendance as an essential function of the role.

What You'll Bring

Required Education & Experience

• High School Diploma or equivalent required.

Preferred Education & Experience

• Previous administrative or executive assistant experience preferred.
• Experience in hospitality, corporate environments, or multi-department support preferred.
• Advanced knowledge of Microsoft Office Suite and administrative software preferred.
• Coursework or training in business administration, communication, or hospitality preferred.

Required Skills & Abilities

• Exceptional communication and interpersonal skills.
• Strong organizational and time-management abilities with excellent attention to detail.
• Ability to handle confidential information with discretion and professionalism.
• Proficiency in Microsoft Office programs including Word, Excel, PowerPoint, and Outlook.
• Ability to multitask and adapt in a fast-paced environment.
• Strong problem-solving skills and a proactive approach to work.
• Professional appearance and polished presentation.
• Ability to work flexible hours when needed to support events or operational needs.
• Positive attitude and ability to build strong working relationships across departments.
• Strong commitment to service excellence and company values.

Zachry Hotels offers an industry leading benefits package for our employees and their families.

• Medical, Dental, Vision and Life Insurance
• 401K, Paid Leave and Bonus Program
• Company-paid short-term and long-term disability insurance
• Employee assistance program
• Tuition Reimbursement
• And many more

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or other legally protected status.

Notice to Staffing Agencies

Zachry Hotels (Zachry) will not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to Zachry, including unsolicited resumes sent to a Zachry mailing address or email address, directly to Zachry employees, or to Zachry's resume database will be considered Zachry property. Zachry will not pay a fee for any placement resulting from the receipt of an unsolicited resume. Zachry will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees. Agencies must obtain advance written approval from Zachry's recruiting function to submit resumes, and then only in conjunction with a valid, fully executed contract for service and in response to a specific job opening. Zachry will not pay a fee to any Agency that does not have such an agreement in place. Agency agreements will only be valid if in writing and signed by Zachry's Human Resources Representative or his/her designee. No other Zachry employee is authorized to bind Zachry to any agreement regarding placement of candidates by Agency.