Administrative Assistant

The Administrative Assistant is responsible for supporting the sales and coordination of events at the Stanley Park Pavilion and Prospect Point Bar & Grill. As the first point of contact for all phone and email inquiries this role plays a key part in creating and maintaining a positive first impression of Capilano Group Properties.
This position supports the Event Sales team through administrative coordination client communication and event preparation. With a strong focus on organization responsiveness and guest service this role contributes to the successful conversion of inquiries into booked events and the seamless execution of those events.

Duties and Responsibilities

• Acts as the primary contact for all incoming inquiries responding to phone and email communications in a timely professional and engaging manner
• Qualifies incoming leads gathers key event details and distributes inquiries to the appropriate sales team members
• Prepares proposals contracts and client correspondence consistent with company policies procedures and standards
• Maintains and updates client databases inquiry tracking systems and event files with a high level of accuracy and attention to detail
• Supports the coordination of event bookings including calendar management and scheduling of site tours and client meetings
• Assists with the preparation of Banquet Event Orders (BEOs) and other event-related documentation
• Liaises with internal departments to ensure clear communication and alignment on event details and operational requirements
• Supports follow-up communication with clients to ensure a high level of service and identify opportunities for conversion and repeat business
• Assists with invoicing deposits and basic financial tracking related to event bookings
• Maintains organized digital and physical filing systems for all event and sales documentation
• Supports the Event Sales team with administrative tasks special projects and seasonal initiatives as required
• Communicates with the Senior Sales Manager and team members to ensure adherence to company standards and a consistent guest experience

• All other duties as assigned

Qualifications

• 13 years of administrative or customer service experience; hospitality or event-related experience is an asset
• Diploma or certificate in Business Administration Hospitality Event Management or related field is an asset
• Strong written and verbal communication skills with a professional and friendly demeanor
• Exceptional organizational skills and attention to detail
• Ability to manage multiple priorities and work effectively in a fast-paced environment
• Proficiency in Microsoft Office (Word Excel Outlook); experience with CRM or event management software is an asset
• Strong interpersonal skills with the ability to build positive working relationships
• Ability to take initiative and work independently while contributing to a team environment

Considerations
As needed the ideal candidate must be able to work a variety of shifts including evenings weekends and holidays. Must be able to remain standing for extended periods as required. Capable of performing duties in a range of weather conditions including heat rain or winter elements as needed. While performing the duties of this position one is occasionally required to perform physical tasks including lifting light materials or assisting with event setup and teardown.

This position starts at $24.00 per hour.

The Capilano Group comprises of retail hospitality and tourism-based businesses anchored by Capilano Suspension Bridge Park in North Vancouver. The Capilano Groups portfolio includes Moraine Lake Lodge Moraine Lake Trading and Cathedral Mountain Lodge in the Canadian Rockies Stanley Park Pavilion Stanleys Park Bar & Grill and Prospect Point Café and Gift Shop in Stanley Park Vancouver and Capilano Suspension Bridge Park Capilano Trading Post in North Vancouver.

Required Experience:

Manager