Assistant Director of Dining Services, Catering

Washington and Lee University•Lexington, VA

14h•Onsite

About The Position

The Assistant Director of Catering is responsible for the overall leadership, planning, and execution of all catering operations for Washington and Lee Dining Services, overseeing an annual managed volume of approximately $2 million. This role serves as the primary driver of both client experience and operational performance, ensuring events are executed with professionalism, consistency, and financial accountability. Acting as the principal point of contact for clients, the Assistant Director manages events from initial inquiry through final execution and billing, with a strong focus on clear communication, expectation setting, and relationship management. The role requires the ability to navigate a primarily internal client base while also identifying and developing external business opportunities, including summer programs, conferences, and select special events. The Assistant Director provides day-to-day leadership of the catering operation, ensuring proper staffing, service standards, and event logistics are in place to deliver seamless execution. This includes close collaboration with the Catering Executive Chef to align menus with operational capabilities, maintain a well-balanced and clearly presented Catering Guide, and ensure pricing strategies support both client value and financial sustainability. This position is responsible for developing and maintaining efficient catering systems and standard operating procedures that support consistency, scalability, and service excellence. The Assistant Director plays a key role in shaping departmental strategy, contributing to long-term planning efforts, and implementing initiatives that enhance the visibility, effectiveness, and reputation of W&L Dining Services. Success in this role requires a balance of operational discipline, financial oversight, and creative problem-solving. The Assistant Director must be highly organized, detail-oriented, and capable of managing multiple events and priorities simultaneously while maintaining a strong on-the-floor presence and a commitment to high-quality service. Washington and Lee University actively promotes a dynamic and welcoming environment that allows students and employees of multiple backgrounds and perspectives to learn, work, and thrive together.

Requirements

Bachelor’s degree preferred in related field.
3-5 years of supervisory experience in hospitality industry.
Excellent interpersonal skills and effective written and oral communication skills are required.
Ability to work “flex” schedule based on catering calendar.
Must have strong attention to detail, exceptional time-management skills, strong communication, management, and administrative skills.
Must have the ability to maintain confidentiality.
Database management, thorough knowledge of MS Office applications (Word, Excel, PowerPoint) is expected.
Experience using or ability to learn CaterTrax is expected.
Must actively use and maintain voice mail and e-mail.
Must have and maintain a valid Virginia drivers license.

Nice To Haves

Bachelor’s degree in related field.
Experience in college catering, marketing and or related experience.
Experience in budget management and familiarity with accounting procedures.
General understanding of client-server computing and networking.

Responsibilities

Manages catering operations through direction of operations management and employees for Catering Dining Services operations.
Evaluates catered function setup, supervises catered events and follows up with client to ensure that expectations are met.
Partners with other Dining Assistant Directors over Retail/Board operations as large events arise.
Supervises and quality controls work of the Catering Sales Coordinator to ensure prompt planning and input of data into Catertrax so menu creation, setups and scheduling can be carried out in advance.
Develops and implements a strategic plan to grow revenue and increase staff efficiency.
Works with the Associate Director of Dining Services to strategically plan for a fiscally sound department, excellent customer service and effective staff development.
Oversees department cash handling and verification of all sales and proper reporting for all interested parties.
Ensures that all deposits and billing are completed in a timely manner.
Monitors financial statements, and ensures payroll is in-line with revenue and all purchases are justified.
Maintains documentation to support agreed-upon financial arrangements for events.
Reiterates, in contract form, all specified details concerning upcoming catering events.
Establishes and maintains accurate event planning documents.
Increases employee effectiveness through personal and delegated efforts by recruiting, selecting, orientating, training, coaching and developing staff; communicating values, strategies and objectives; assigning accountable tasks; planning, monitoring, and appraising job results; developing a climate for offering information and suggestions; and providing and participating in educational opportunities.
Evaluates direct-report subordinate employees.
Carries out supervisory responsibilities in accordance with department standard operating procedures, university policies, and applicable law.
Responsibilities include being visible in Evans and at events, planning, assigning and directing work; addressing complaints and grievances, and resolving problems; and conducts follow up reviews to measure and address direction-compliance, task assignment completion, as well as meeting expectations and desired outcomes.
Supports proper methods of utilizing food management software for recipes, production forecasts, procurement, and post-service activities and ensures catering staff support same systems by following recipes and completion of production records.
Ensures compliance with all state of Virginia, University and department rules, laws and regulations in regard to use of alcoholic beverages.
Complies with all Virginia ABC policies.
Oversees the purchases of alcoholic beverages, and that we are following ABC and University guidelines.
Coordinates regularly scheduled T.I.P.S. bartender training.
Works with Dining Services leadership to ensure departmental unity is evident through teamwork and collaboration.
Promotes positive relations among students, the Washington & Lee community and broader Lexington community.
Assists with management of dining services operations as needed, e.g. to cover sick-call outs and other special functions or events.
Additional duties as assigned.