Administrative Assistant → Catering Sales & Event Coordinator

Job Description

Job Description

We are looking for an organized, personable, motivated individual to join our team as an  Administrative Assistant with a clear path toward Catering Sales and Event Coordination .

This is an opportunity for someone who wants to learn the hospitality and catering business from the ground up. You will initially work closely with our team on administrative, organizational, and day-to-day operational responsibilities while learning how our catering business works.

As you gain knowledge, confidence, and experience, the role will evolve. You will gradually take on responsibilities involving  client communication, catering proposals, sales, event planning, vendor coordination, and ultimately managing events from the initial inquiry through execution.

We are not simply looking for someone to answer phones and file paperwork. We are looking for someone who wants to  learn the business, grow with the company, and build a career in catering and events.

The Growth Path

The ideal candidate will progress through the following stages:

Stage 1 — Administrative Assistant
Learn our systems, clients, menus, pricing, scheduling, and day-to-day operations while becoming an integral part of the team.

Stage 2 — Catering Sales Assistant
Begin communicating directly with prospective and existing clients, preparing proposals, following up on inquiries, and assisting with the sales process.

Stage 3 — Catering Sales & Event Coordinator
Take ownership of client relationships, develop proposals, coordinate event details, work with vendors and staff, and help ensure each event is successfully executed.

Stage 4 — Event & Catering Professional
Ultimately, the goal is for you to confidently manage catering opportunities and events from the initial client inquiry through final execution.

Initial Responsibilities

During the first phase of the position, responsibilities may include:

• Providing administrative and organizational support to the catering and management team
• Answering phones, emails, and client inquiries
• Maintaining calendars, schedules, files, and client information
• Entering and updating information in company systems
• Preparing documents, proposals, invoices, and other materials
• Assisting with catering orders and event paperwork
• Helping organize menus, pricing, contracts, and event details
• Communicating with vendors, staff, and clients as needed
• Assisting with scheduling and coordinating deliveries, staffing, rentals, and other logistics
• Learning our catering menus, products, services, pricing, and operating procedures
• Helping wherever needed to keep the office and catering operation organized and running smoothly

Responsibilities You'll Grow Into

As you learn the business, you will gradually take on more responsibility, including:

Catering Sales

• Responding to catering leads and inquiries
• Building relationships with prospective clients
• Understanding client needs and recommending appropriate catering options
• Preparing customized proposals and estimates
• Following up with leads and prospective clients
• Assisting with tastings and client meetings
• Learning effective sales and closing techniques
• Maintaining an organized sales pipeline
• Developing repeat and referral business

Event Coordination

• Working with clients to develop event details and timelines
• Coordinating menus, staffing, rentals, deliveries, setup, and other logistics
• Communicating event details to the appropriate members of the team
• Coordinating with outside vendors and venues
• Preparing event orders and production documents
• Helping oversee event execution
• Troubleshooting issues and finding solutions when things don't go exactly according to plan
• Following up with clients after events

What We're Looking For

We are looking for someone who is:

• Highly organized and naturally detail-oriented
• Personable, friendly, and comfortable communicating with people
• A strong written and verbal communicator
• Reliable and accountable
• Comfortable learning new software and computer systems
• Able to multitask and prioritize competing responsibilities
• Comfortable working in a fast-paced environment
• Professional and confident when interacting with clients
• A problem solver who doesn't get overwhelmed when things change
• Proactive — someone who sees what needs to be done and takes initiative
• Interested in hospitality, catering, sales, events, or business
• Eager to learn and take on increasing responsibility

Most importantly, we're looking for the right attitude. You don't need to know everything about catering when you walk through the door.

What we can't easily teach is  work ethic, organization, initiative, and a genuine desire to grow.

Who Would Be a Great Fit?

This position could be an excellent fit for someone who has experience in:

• Administrative work
• Hospitality
• Restaurants
• Customer service
• Event planning
• Sales
• Office coordination
• Hotels or venues
• Wedding or event services

It could also be a great opportunity for someone early in their career who has excellent organizational and people skills and wants to develop a career in the hospitality and events industry.

What Success Looks Like

Within your first several months, you'll be expected to understand our operation, systems, menus, clients, and processes well enough to work increasingly independently.

Over time, success will mean moving beyond simply  supporting the business to actively  helping generate business and coordinate successful events.

Our goal is to invest in the right person and give them the knowledge, experience, and responsibility needed to grow into a key member of our catering and events team.

What We Offer

• A genuine opportunity for career growth
• Hands-on training in catering, sales, and event coordination
• Increasing responsibility as your skills develop
• Opportunity to work directly with clients and events
• Competitive compensation
• Paid time off
• Employee meals/discounts

How to Apply

Please submit your resume along with a brief introduction telling us  why you're interested in this position and what interests you about growing into catering sales and event coordination.

We're especially interested in learning about your personality, work ethic, organizational skills, and what you're looking to accomplish in your next position.

If you're looking for a job where you can simply do the same thing every day, this may not be the right opportunity. If you're looking for a place where every day is different, you can learn and develop valuable skills, work with people, and grow into a meaningful role, we'd love to hear from you.

\nCompany Description

Harvest Hospitality Group was formed in 2011 and consists of the following "brands" including: Harvest Specialty Catering (established 1991), Chez Alice Catering Company (established 1991), Beary Smart Lunches (established 2023), and Midnight Moon Cakery (established 2014). In addition, there's two food trailers, Harvest BBQ (established 2014) and O'Lobster (established 2019). Originally established as retail locations, we have transitioned over the years to primarily off-premise catering work along with contract services in a wide range of industries from schools to event locations, including the re-imagined Hopewell Valley Golf Club.

Company Description

Harvest Hospitality Group was formed in 2011 and consists of the following "brands" including: Harvest Specialty Catering (established 1991), Chez Alice Catering Company (established 1991), Beary Smart Lunches (established 2023), and Midnight Moon Cakery (established 2014). In addition, there's two food trailers, Harvest BBQ (established 2014) and O'Lobster (established 2019). Originally established as retail locations, we have transitioned over the years to primarily off-premise catering work along with contract services in a wide range of industries from schools to event locations, including the re-imagined Hopewell Valley Golf Club.