Events Administrator

The Jefferson Hotel is seeking a detail-oriented Events 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.

Salary : $20 - $23