Events Sales Administrator

Boka Restaurant Group is looking for a part-time Events Sales Administrator to assist with Cira, Cabra, and Lazy Bird, all at the Hoxton Chicago!

***This position is seasonal and projected to go through the end of the year.***

Part-time hourly position with an anticipated schedule of approximately 25–35 hours per week.

This position requires a flexible schedule based on event volume and operational needs.   General frame 12pm - 7pm Tuesday thru Saturday.

While weekly schedules may vary, Wednesday availability is essential to support weekly BEO preparation and meetings. Additional evening and weekend support will be required based on event activity across Cira, Cabra, and Lazy Bird.

• Provide administrative support for the Events Sales team including:

• Preparing, organizing, and distributing BEOs and updated event materials

• Printing and preparing menus, signage, event packets, and pre-shift materials

• Creating and formatting menus, tent cards, place cards, and other printed collateral utilizing Adobe InDesign, Canva, and Microsoft Office Suite

• Maintaining accurate client files, calendars, event details, and shared department documents

• Assisting with inbox management, voicemail monitoring, and administrative follow-up

• Entering and organizing incoming leads within Tripleseat

• Inputting and maintaining event notes and reservation details within OpenTable

• Assisting with maintaining the Lazy Bird music calendar within Outlook

• Assist with creating BEOs for Hoxton meetings as assigned by Events Sales leadership

• Prepare materials and supporting documents for weekly BEO meetings across Cira, Cabra, and Lazy Bird

• Audit Tripleseat and OpenTable to ensure event information is accurate across all platforms

• Support communication between Events, Operations, Culinary, and hotel teams to ensure accurate and timely event information is distributed

• Assist with coordinating event logistics, administrative follow-up, and operational preparation for upcoming events

• Provide on-site operational support for events as assigned by Events Sales leadership including:

• Event setup support

• Vendor coordination

• Menu placement and printed materials

• Event organization and operational communication

• Communicate operational updates, event changes, and on-site issues to Events Sales leadership and management teams during live events as needed

• Reconcile post-event Aloha receipts and reporting against Tripleseat financials to ensure accuracy across event billing and internal reporting

• Log and communicate event variances, discrepancies, and billing adjustments for accounting and leadership review

• Assist with organizing spreadsheets, pulling event data, and maintaining event documentation as needed

• Strong organizational skills and attention to detail

• Excellent written and verbal communication skills

• Ability to multitask and prioritize in a fast-paced environment

• Hospitality or events experience preferred

• Experience with Tripleseat, OpenTable, Aloha, Canva, Adobe InDesign, Microsoft Office Suite, and Outlook is a plus

• Comfortable working independently while also collaborating closely with a team

• Positive attitude and solution-oriented mindset

• Ability to adapt quickly in a changing environment

Physical Requirements:

• Lift and move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds 
• Safely and effectively use all necessary tools, equipment, & cleaning chemicals 
• Stand and walk for an entire shift, including moving safely through all areas of the restaurant, which may include stairs, uneven and slick surfaces 
• Ability to bear exposure to hot and cold environments