Admin Assistant for Events

Job Details

The Hospitality Department is looking for qualified candidates for a unique position in a dynamic role on the ground floor of our organization as we further our expansion in the fine dining sector. 

The applicant must also be comfortable with a number of platforms including Open Table, Canva, Indesign.   TRIPLESEAT A MUST

This is a great opportunity to be part of an energetic, contemporary and diverse management team that emphasizes education and professional growth. If you are passionate about hospitality and Food & Beverage this is a great opportunity to fulfill your professional ambitions. Please note: This is not a sales position or someone who executes events. This is for an individual who wants to take the next step in their career  

Responsibilities:

• Support events department in managing all incoming event inquiries;
• Correspond and maintain leads/inquiries from Tripleseat, and all/any other
  platforms and must ensure follow up on the same business day
• Prepare, communicate; send BEOs relating to the event to ensure a
  smooth and efficient execution
• Coordinate all administrative event details with client from inquiry to close
  including but not limited to negotiating, executing proposals, contracts,
  ensuring client payment in full, developing floor plans, rental orders, and
  post event follow-up.
• Coordinate all logistical event details from planning to execution, including
  site inspections, tastings, vendor meetings, COI paperwork, and day-of
  onsite client contact.
• Responsible for BEOs, Menus, Event Details, managing specific client event
  needs, event administrative paperwork, noting in reservation system, and
  keeping all information up to date for all departments. 
• Conduct on-site visits with clients
• Greet host/clients on site at the beginning of an event to ensure total client
  satisfaction and adjust last-minute requests.
• Prepare documents needed for staff to review for weekly BEO meetings
• Place orders for kosher meals, rental lists, floral, balloons etc.
• Manage incoming event inquiries; must ensure follow up on the same
  business day. 
• Executing proposals, contracts, ensuring client payment in full, developing
  floor plans, rental orders, and post event follow-up. Continuous
  communication with Events Director during this process to ensure success.
• Must be flexible to work weekends and events as needed.
• Menu card printing for all restaurant events. Ensure they are at each
  location for day of event. Send menu to Event Director and chef for approval
  before printing.
• Coordinate with Events Director to ensure seamless execution of events. 
• Follow proper time and attendance procedures.
• Update event Deck menus in Canva or whatever program the company is
  using.
• Actively update tripleseat menu items as they change. Make sure all
  restaurant information is up to date and accurate.
• Support events department in managing all incoming event inquiries.
• Correspond and maintain leads/inquiries from Tripleseat, and all/any other
  platforms and must ensure follow up on the same business day
• Greet host/clients on site at the beginning of an event to ensure total client
  satisfaction and adjust last-minute requests.
• Prepare documents needed for staff to review during BEO meetings
• Due to the cyclical nature of the industry, Employees may be required to
  work varying schedules dependent on the business needs. Attendance to
  scheduled training sessions and meetings are required.
• All employees are required to maintain standards of personal hygiene in
  accordance with company standards.

Qualifications:

• Minimum of 2-year experience in special events and planning. Venue management experience is beneficial, but not required.
• Experience communicating with clients and prospective clients via phone, e-mail, and face-to-face.
• Experience coordinating small to large scale events.
• Helpful: Bachelor’s Degree in hospitality/event management or other related fields 
• Ability to handle significant seasonal volume while maintaining an overall sense of quality and consistency.
• A strong understanding of   Tripleseat,   Canva, Indesign.