Admin Assistant for Events - The Hospitality Department : 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 otherplatforms and must ensure follow up on the same business day
• Prepare, communicate; send BEOs relating to the event to ensure asmooth and efficient execution
• Coordinate all administrative event details with client from inquiry to closeincluding but not limited to negotiating, executing proposals, contracts,ensuring client payment in full, developing floor plans, rental orders, andpost event follow-up.
• Coordinate all logistical event details from planning to execution, includingsite inspections, tastings, vendor meetings, COI paperwork, and day-ofonsite client contact.
• Responsible for BEOs, Menus, Event Details, managing specific client eventneeds, event administrative paperwork, noting in reservation system, andkeeping 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 clientsatisfaction 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 samebusiness day.
• Executing proposals, contracts, ensuring client payment in full, developingfloor plans, rental orders, and post event follow-up. Continuouscommunication 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 eachlocation for day of event. Send menu to Event Director and chef for approvalbefore 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 isusing.
• Actively update tripleseat menu items as they change. Make sure allrestaurant 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 otherplatforms and must ensure follow up on the same business day
• Greet host/clients on site at the beginning of an event to ensure total clientsatisfaction 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 towork varying schedules dependent on the business needs. Attendance toscheduled training sessions and meetings are required.
• All employees are required to maintain standards of personal hygiene inaccordance 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.