Operation Administrator; Catered Events

Catered Events Sales Support

From innovative menus and striking design to impeccable service and critical attention to detail, at Great Performances, we weave our mission into all we do. Serving New York City for over four decades, Great Performances has evolved from a waitress staffing agency to the leading catering, events, and hospitality companies in the greater New York area. We provide food services in an array of celebrated New York City cultural institutions, including Jazz at Lincoln Center, Brooklyn Museum, Brooklyn Academy of Music, Wave Hill, and The Apollo Theater. We are known for full-service catering and events, corporate workplace dining and amenity programs, and large-scale event and festival production. Great Performances is the nation's first caterer to own and operate an organic farm, Katchkie Farm, located in Kinderhook, NY. Progressive from the start, we consistently set the pace for industry best practices.

We are seeking highly motivated and talented individuals to join our team and to support our vision, mission, and values through everything they do. If you share our passion and want to make a meaningful impact, we invite you to apply.

We are seeking an organized, detail-oriented, and enthusiastic professional to join our Catered Events Sales team! In this role, you will provide essential administrative and event planning support to our Event Producers (EPs), helping bring exceptional events to life. You'll assist with coordinating event details, managing key administrative tasks, and supporting planning deliverables from contract through execution. This is an exciting opportunity to work in a fast-paced, collaborative environment while contributing to the successful execution of memorable, full-service catered events.

Responsibilities

Event Planning & Sales Support

• Participate in weekly or bi-weekly team meetings as scheduled by the Event Director (ED) and Event Producer (EP).
• Provide regular updates to the ED and EP on assigned tasks, event details, and outstanding items.
• Maintain menus and event information in the catering management system.
• Assist Event Producers with preparing event proposals, including menus, beverages, staffing, rentals, and other event requirements.
• Prepare initial event service pack sheets for disposables, beverages, alcohol, and other required items.
• Work with Event Producers to ensure upcoming events and tastings are prepared according to company readiness standards.
• Track and complete action items identified during weekly operations meetings.

Event Operations & Coordination

• Review and confirm event staffing and rental orders for accuracy.
• Place and coordinate third-party vendor orders, including Kosher meals, Halal meals, ice, and other specialty items.
• Coordinate specialty event items with the Warehouse and Packing teams.
• Coordinate event walkie-talkie orders, delivery, packing, and returns with vendors, Warehouse, and Transportation.
• Coordinate food rescue reservations and confirmations for applicable off-premise events and communicate details to event management teams.
• Obtain required liquor permits and certificates of insurance in accordance with company policies.

Tastings, Materials & Event Support

• Coordinate specialty uniform orders and work with the Warehouse and Packing teams to ensure uniforms are packed, distributed, and returned appropriately.
• Obtain purchase orders as needed.
• Confirm tasting rental orders are delivered accurately, properly placed, and ready for scheduled tastings.
• Upload tasting photos and applicable event documentation to the appropriate shared folders.
• Prepare, print, and coordinate standard event signage as needed.

Collaboration & Additional Responsibilities

• Collaborate with Event Directors, Event Producers, Operations, Warehouse, Packing, Transportation, and other departments to support successful event execution.
• Perform additional duties, projects, and assignments as needed to support the department and company operations.

Qualifications

• Minimum of 12 years of experience in the hospitality industry, preferably in catering, events, or event planning.
• Self-motivated, organized, and able to manage multiple priorities in a fast-paced environment.
• Professional and collaborative, with the ability to work effectively with a diverse team.
• Strong attention to detail, problem-solving, organizational, and customer service skills.
• Basic food and menu knowledge with the ability to assist with menu recommendations and event proposals.
• Proficient in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Comfortable learning and using catering management systems, shared drives, photo libraries, and other company programs.
• Graphic design experience is a plus.
• Strong written and verbal communication skills.
• Strong presentation and interpersonal skills.
• Takes ownership of responsibilities and follows through on assigned tasks.
• Positive, solutions-focused attitude with the ability to adapt to changing priorities and event needs.

Job Type: Full-Time

Schedule: Fixed Schedule, In-Office

Location: Bronx, NY

Pay Rate: $30.00 per hour

Benefits: Vacation time, paid and unpaid safe and sick time, 401(k), medical, dental and vision insurance, transit benefits, and Flexible Spending Account (FSA).

You must be able to provide valid documentation that you are legally eligible to work in the United States.

Great Performances is an equal-opportunity employer. At Great Performances, we employ qualified individuals based solely on ability, training, and experience. Great Performances does not discriminate against any employee or applicant for employment or promotion based on race, national origin, sex, age, disability, veteran status, sexual orientation, gender identity, or any other classification protected by law.