Events Administrator

The Jefferson Hotel is seeking a detail-oriented Catering Administrator 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.

Key Requirements

• Availability: Must be available to work a flexible schedule, including occasional evenings, weekends, and holidays as business needs require.
• Experience: Minimum of 2 years of experience in hospitality administration, catering, events, or hotel sales support required. Experience in a luxury hotel, fine dining, or upscale event environment is preferred.
• Communication: Exceptional verbal and written communication skills with a polished, professional, and client-focused approach.
• Technical Skills: Proficiency in Microsoft Office (Outlook, Word, and Excel). Experience with hotel sales and catering systems such as Delphi, Amadeus, Opera, Salesforce, TripleSeat, or similar platforms is preferred.
• Organization: Exceptional organizational skills with strong attention to detail and the ability to manage multiple priorities with composure, discretion, and accuracy.

Duties & Responsibilities

Client & Sales Support

• 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.

Event Coordination & Execution

• 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.

Administrative & Financial Excellence

• 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.

Brand & Office Standards

• 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.

Qualifications

• 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.
• 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.

Traits of a Successful Candidate

• Committed to delivering luxury service standards.
• Poised, polished, and professional under pressure.
• Highly organized with exceptional attention to detail.
• Strong interpersonal and relationship-building skills.
• Financially accurate with strong contract administration skills.
• Proactive, resourceful, and solution oriented.
• Collaborative and effective when working across multiple departments.

Why Work Here

At The Jefferson Hotel, every event is an opportunity to create a memorable experience through impeccable service and thoughtful attention to detail. As a Catering Administrator, you will be part of a collaborative and professional team that values excellence, precision, and genuine hospitality. We offer employee meals, complimentary parking, and opportunities for career growth within one of Richmond's most distinguished luxury hotels.