Catering Administrative Assistant | Part-Time | Benchmark International Arena

Oak View Group•Tampa, FL

1d•Onsite

About The Position

The Catering Administrative Assistant provides vital support to the Catering Department by handling administrative tasks, staff scheduling, and event documentation. This role ensures catering operations run smoothly by keeping records organized, supporting managers, and coordinating with internal teams. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced hospitality environment. They are skilled at managing multiple tasks, supporting staff needs, and ensuring accuracy in event scheduling and documentation. The employee must maintain excellent attendance and be available to work a variable event-driven schedule, which includes evenings and weekends.

Requirements

High school diploma or equivalent required
Previous administrative experience required
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Strong organizational and time-management skills with the ability to manage multiple priorities.
Excellent written and verbal communication skills for internal staff coordination.
Detail-oriented with a high level of accuracy in scheduling, data entry, and documentation.
Ability to work independently and collaboratively in a team environment.
Must be able to work a flexible schedule, including evenings, weekends, and holidays, as required by event demands.

Nice To Haves

associate’s degree in hospitality, business administration, or related field preferred.
hospitality, catering, or food & beverage industry experience preferred.
scheduling software experience a plus.

Responsibilities

Provide administrative support to the Catering Manager(s) and department leadership.
Assist with preparing, editing, and distributing Banquet Event Orders (BEOs) and internal event-related documents.
Maintain accurate and up-to-date catering records, staff schedules, and departmental databases.
Work closely with managers to coordinate staff scheduling for catering events, ensuring appropriate coverage.
Communicate with catering staff regarding schedules, assignments, and event requirements.
Process invoices, purchase orders, and expense reports in compliance with company procedures.
Track catering supplies, assist with requisitions, and maintain accurate documentation for inventory needs.
Support managers with coordinating pre-event meetings, walkthroughs, and post-event reporting.
Answer phones, respond to internal emails, and provide timely assistance to staff and leadership.
Ensure compliance with company policies, confidentiality, and health and safety standards.
Perform additional duties as assigned by supervisors or managers to support catering operations.