Events Administrator

The Jefferson Hotel•Richmond, VA

13d•$20 - $22•Onsite

About The Position

The Jefferson Hotel is seeking a detail-oriented Catering Administrator who plays a vital role in delivering exceptional, refined event experiences that reflect the hotel's commitment to gracious service, precision, and timeless hospitality. This position provides high-level administrative and operational support to the Catering & Events team while serving as a professional point of contact for discerning clients, internal departments, and external partners. The ideal candidate is detail-driven, service-oriented, polished in communication, and thrives in a fast-paced luxury environment where excellence is the standard.

Requirements

Minimum of 2 years of experience in hospitality administration, catering, events, or hotel sales support required.
Exceptional organizational skills with strong attention to detail.
Polished verbal and written communication style.
Professional demeanor and client-focused mindset.
Proficiency in Microsoft Office (Outlook, Word, and Excel).
Ability to manage multiple priorities with composure and discretion.
Ability to lift up to 25 lbs and stand and walk for extended periods during site visits and events.

Nice To Haves

Experience in a luxury hotel, fine dining, or upscale event environment is preferred.
Experience with hotel sales and catering systems such as Delphi, Amadeus, Opera, Salesforce, TripleSeat, or similar platforms is preferred.
Experience with hotel sales and catering systems (Salesforce, Delphi, Amadeus, Opera, TripleSeat, or similar) preferred.
Background in a luxury hotel, fine dining, or upscale event environment preferred.
Associate's or Bachelor's degree in Hospitality Management, Business, or a related field preferred.

Responsibilities

Serve as an initial and ongoing point of contact for catering and event inquiries, delivering warm, knowledgeable, and responsive service.
Prepare and distribute proposals, contracts, menus, Banquet Event Orders (BEOs), and confirmation materials with exceptional accuracy and presentation.
Maintain detailed client profiles, event histories, and preferences within the sales and catering system.
Support Catering Sales Managers with follow-up correspondence, booking documentation, and conversion of tentative business.
Coordinate event details with Culinary, Banquet Operations, Audiovisual, Housekeeping, Engineering, Front Office, and Accounting teams.
Ensure all event documentation is current, precise, and clearly communicated to operational departments.
Track guarantees, dietary requirements, VIP notes, and special arrangements.
Assist with site inspections, tastings, pre-event meetings, on-property client visits, and provide administrative support during major events to ensure seamless execution.
Process deposits, contracts, billing authorizations, and post-event invoices in accordance with hotel standards.
Assist with revenue tracking, event reconciliation, reporting, and preparation of weekly business pace reports and departmental summaries.
Maintain confidential client and financial records with discretion and professionalism.
Uphold the hotel's luxury brand standards in all written correspondence, documentation, and client interactions.
Support the organization of sales materials, presentations, and marketing collateral.
Maintain an organized, professional office environment reflective of the property's image.
Provide general administrative support to the Catering & Events leadership team.