Event Sales and Catering Weekend Administrative Assistant

Granite Links•Quincy, MA

20d

About The Position

Purpose The Event Sales and Catering Administrative Assistant reports to the Director of Event Sales and Catering, Tavern Event Sales and Operations Manager and Event Sales and Catering Administrative Assistant and provides support to the department by performing crucial office duties and assisting with event operations. This is a part-time position with hours scheduled for Friday, Saturday and Sunday weekly. Responsibilities & Accountability Essential Office Functions: · Answers incoming calls and enters lead details into the catering software platform. · Prints, assembles and distributes event menu collateral · Greets walk-in clients and provides basic event information. · Reconciles weekend event financials in appropriate software. · Files reconciled and closed event paperwork. · Consolidates and distributes event revisions. · Updates Director’s BEO binder with event revisions. · Coordinates stocking of water for office water bubbler. · Replenishes amenities in wedding suites. · Performs other duties and tasks as assigned. Essential Event Operations Functions: · Checks event set ups for accuracy. · Ensures audio visual equipment is charged and ready for use. · Serves as a human directional during peak event arrival times. · Greets and welcomes Crossing Nines couch reservations. · Liaises with parking team regarding parking and people mover needs for clients and guests. · Assists event managers and staff with client onsite needs and requests. · Assists daytime events with load out. · Performs other duties and tasks as assigned.

Requirements

Professional appearance.
Organization and attention to detail.
Ability to multi-task in a fast-paced environment.
Strong written and verbal communication skills and a friendly and professional demeanor.
Strong work ethic and guest-focused attitude.
Willingness to learn, take direction and support multiple team members simultaneously.
Ability to work independently and in a team setting.
Proficiency in the use of computers for word processing, data entry, email and other basic administrative functions, with the ability to learn to use any software which may be used at the facility.

Responsibilities

Answers incoming calls and enters lead details into the catering software platform.
Prints, assembles and distributes event menu collateral
Greets walk-in clients and provides basic event information.
Reconciles weekend event financials in appropriate software.
Files reconciled and closed event paperwork.
Consolidates and distributes event revisions.
Updates Director’s BEO binder with event revisions.
Coordinates stocking of water for office water bubbler.
Replenishes amenities in wedding suites.
Performs other duties and tasks as assigned.
Checks event set ups for accuracy.
Ensures audio visual equipment is charged and ready for use.
Serves as a human directional during peak event arrival times.
Greets and welcomes Crossing Nines couch reservations.
Liaises with parking team regarding parking and people mover needs for clients and guests.
Assists event managers and staff with client onsite needs and requests.
Assists daytime events with load out.