Event and Catering Assistant
15 days ago
Pittsburgh
Job Description SUMMARY The Unconventional Kitchen Event and Catering Assistant will be responsible for assisting the Manager of Event Catering and Marketing with internal & external special events and catering within the Vincentian family of services and as well as the community. An equally customer-centered and highly organized logistical ninja, this position will be responsible. Attention to detail and passion for excellence are paramount to this role. Establishing, maintaining, and cultivating relationships with a wide variety of customers, vendors, and staff will be an essential skillset for this role’s success. The right individual will be highly personable and focused on relationship management in every interaction. This position will work closely with the Manager of Catering Events to plan events from inception to completion. The ability to delight customers and exceed expectations will be part of the regular work. Additionally, s/he will solicit and incorporate feedback continuously, consistently improving offerings, experiences, and processes. MISSION • Commits to the Vincentian Collaborative System (VCS) mission to nurture and sustain a ministry of compassionate care that preserves the human dignity of persons within a diverse and changing society., • Upholds and promote the VCS values of spirituality, compassion, quality, dignity, collaboration, advocacy, stewardship and innovation. EVENT PLANNING • Assists with all aspects of catering requests and events, from small pick-up catering orders to deliveries, to full-service catered events both on and outside of Vincentian campuses. This includes timely and professional responsiveness to all inquiries and ongoing communications with customers, staff, and vendors up to and including orchestrating day of event logistics and communications., • Consistently delivers the highest standards of customer service, collaborating with customers and staff to create experiences that are personal, memorable and easy for the customer., • Assists with all event and catering logistics and supplies/inventory, including serving ware, linens, staffing, scheduling, set up and clean up, billing, evaluation and record-keeping. Maintains inventory, care, and use of all supplies and equipment and works with management team to secure additional supplies when needed., • Assists in coordinating with other departments to provide a seamless experience for customers of the Unconventional Kitchen., • Delivers hands-on service, set-up, and tear-down when needed, including moving furniture, transporting items, and assisting however necessary to pull off an exceptional event., • Assists with coordinating, planning and execution of internal Vincentian events hosted at the Vincentian Learning & Engagement Institute, the independent living communities, and other campuses., • Provide support and assistance to Unconventional Kitchen programs, initiatives, and events, and oversee the day-to-day operations of all Unconventional Kitchen event spaces and equipment., • Assists with marketing and sales campaigns (emails, newsletters, publications, ads, etc.), alerting existing and potential customers to updated offerings, functions and program impact., • Assists in developing procedures, processes, policies, and goals for catering and events alongside the management team., • Food handlers card required within 30 days of employment., • Assists in the development and implementation of, and adherence to, the annual budget for events & catering., • Maintains accurate and detailed electronic files for all catering and events (including order information, diagrams, contact/correspondence, and photos as applicable) and vendor contract management., • Produces summary and detailed reports regularly for management and upon request., • Oversee all billing and related procedures for events & catering, including but not limited to submitting invoices, processing prompt payments, and maintaining detailed billing records., • A minimum of three years of experience in event planning, catering sales and/or in hospitality-focused position., • APM Certification a plus, • Must have a current/valid drivers license, • Strong written, verbal, and interpersonal communication and customer service skills and ability to relate well to a wide range of individuals with diverse backgrounds., • Highly flexible, independent self-starter; able to respond quickly and positively to shifting demands and opportunities; ability to work under tight deadlines and plan, organize, and carry out multiple detailed tasks., • Adept at working autonomously, taking initiative, and proactively identifying solutions to potential issues., • Strong project management, planning, organization, and time management skills., • Proficient in MS Office (Outlook, Word, Excel, PowerPoint), ability to learn and utilize software to perform position functions (check requests, budgeting, databases, point of sale, etc.)., • Interest and demonstrated skills in technology preferred. Working knowledge of a point-of-sale system a plus., • Typical work is performed in a controlled climate office environment., • Daily travel between facilities is required and external locations., • Must have a valid Pennsylvania driver’s license and a clean driving record.