Catering Administrative Assistant | Part-Time | Palm Springs Convention Center

Catering Administrative Assistant | Part-Time | Palm Springs Convention Center

Oak View Group (OVG) is the global leader in premium live entertainment infrastructure and services, with a platform spanning venue development and end-to-end capabilities across venue management, hospitality, and sponsorship sales. Founded in 2015, the company serves a collection of seven world-class owned venues and a client roster of the most iconic arenas, stadiums, convention centers, music festivals, performing arts centers, and cultural institutions, spanning four continents.

The Catering Administrative Assistant provides vital support to the Catering Department by handling administrative tasks 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.

This role pays an hourly rate of $30.00-$32.00

Benefits for Part-Time roles: 401(k) Savings Plan and 401(k) matching.

This position will remain open until October 16, 2026.

Palm Springs Convention Center is a premier destination for conventions, trade shows, corporate meetings, galas, and special events in the heart of the Coachella Valley. Through innovative culinary programs and exceptional hospitality, OVG delivers a diverse range of food and beverage experiences, including convention concessions, premium catering, banquet services, and customized event dining. Serving thousands of guests annually, the Palm Springs Convention Center offers team members the opportunity to be part of a dynamic environment dedicated to creating memorable guest experiences while supporting world-class events and gatherings.

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 sales calendar and databases.
• Maintain accurate sales files for all facility events.
• Communicate with catering staff regarding assignments and event requirements.
• Prepare and 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.
• Take leadership for all menu cards, bar, and concession signage.
• Ensure compliance with company policies, confidentiality, and health and safety standards.
• Perform additional duties as assigned by supervisors or managers to support catering operations

Qualifications

• High school diploma or equivalent required; associate's degree in hospitality, business administration, or related field preferred.
• Previous administrative experience required (hospitality, catering, or food & beverage industry experience preferred).
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); scheduling software experience a plus.
• 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.

Strengthened by our Differences. United to Make a Difference

At OVG, we understand that to continue positively disrupting the sports and live entertainment industry, we need a diverse team to help us do it. We also believe that inclusivity drives innovation, strengthens our people, improves our service, and raises our excellence. Our success is rooted in creating environments that reflect and celebrate the diverse communities in which we operate and serve, and this is the reason we are committed to amplifying voices from all different backgrounds.

Equal Opportunity Employer

Oak View Group is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis ("protected class") including, but not limited to veteran status, uniform service member status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information or any other protected class under federal, state, or local law.