Catering Administrative Assistant

$50,440 - $66,040/Yr

California Institute of Technology - Pasadena, CA

Full-time - Entry Level

Pasadena, CA

Educational Services

About the position

The Catering Administrative Assistant at Caltech plays a crucial role in supporting the Dining Services Department by managing catering administrative tasks and ensuring successful event execution. This position requires a detail-oriented individual who can multitask in a fast-paced environment, maintain effective communication with clients and team members, and uphold a high standard of customer service. The role also involves assisting with various foodservice-related tasks and maintaining confidentiality in handling sensitive information.

Responsibilities

• Provides catering administrative lead and support for the Dining Services Department.
• Meets with clients to cater to a variety of day-to-day event needs, ensuring details are communicated and coordinated with the catering team.
• Assists in on-site coordination and planning of events to ensure success.
• Responsible for temporary staff oversight and coordination on the day of the event.
• Works with the Catering Assistant Manager to ensure staff is scheduled efficiently based on daily changes.
• Assists catering coordinators during peak periods, accountable for event success.
• Builds relationships with high-volume clients to ensure repeat business.
• Monitors incoming event requests, enters, communicates, and distributes all event orders and details to staff.
• Troubleshoots incidents related to all catering events.
• Reserves and maintains all Dining Services event spaces, coordinating cleaning and maintenance.
• Coordinates rental orders, deliveries, floral orders, staffing requests, and room reservations, entering changes as needed.
• Schedules door and campus access between security, vendors, and clients.
• Creates signage for food items and displays, ensuring allergen information is accurate.
• Assists the Administrative Assistant with tasks in her absence.
• Answers phones, takes messages, and assists customers with catering and dining-related questions.
• Maintains office organization and catering office supplies.
• Greets and assists all visitors and clients in a professional manner.

Requirements

• Associate's degree or 3 years of related administrative experience.
• Experience using email software, MS Office Suite, social media platforms, and various applications on desktop and mobile devices.
• Ability to quickly learn catering software.
• Demonstrated high level of organization and efficiency.
• Strong verbal and written communication skills.

Nice-to-haves

• Experience in dining or event planning is preferred.
• Spanish speaking is preferred.

Benefits

• Full-time position with overtime eligibility.
• Benefits eligible position.