Administrative Assistant, Catered Events

Brookfield Zoo - Brookfield, IL4.2

The Administrative Assistant, Catered Events contributes to the success of the Chicago Zoological Society by providing an extraordinary guest experience in support of the Society’s revenue goals and financial sustainability. This position provides administrative and clerical support for Catered Events activities, staff and departmental operations.

Primary duties and responsibilities:
Provide administrative support for sales staff. Answer phones, take messages, file, make copies, open and distribute mail, fax documents, distribute weekly and bi-weekly sales packets, post daily events, obtain weekly client guarantees, generate client correspondence, e.g., thank you letters, deposit letters, mailings, ticket printing.
Provide quality customer service while serving as initial contact for clients and caller inquiries. Post and distribute leads to Sales Managers. Provide accurate responses to inquiries about services, events, and hours of operation.
Perform database entry, including entering reservations for special events. Work with Senior Manager, Business Integration Projects to provide information and support for online reservations for special events. Enter, maintain, and update reservations; compile mailing lists; create and process U.S. mail and e-mail correspondence; create gate lists, hostess lists, and place cards.
Create contracts and purchase orders for vendors. Place and confirm orders with vendors. Coordinate pick-up and delivery schedules with vendor and catered events staff. Track weekly and monthly vendor supply orders. Reconcile Catered Event invoices with Accounting Department. Package daily cash, credit card receipts and checks, and then arrange for Patrol Officer pick-up and delivery to Cashiers.
Liaise between Catered Events and other Society departments. Maintain information flow in a timely manner.
Respond to questions, requests, and concerns from guests and managers regarding functions and special events. Direct issues or inquiries to the appropriate staff and conduct necessary follow-up.
Other related duties as assigned.

Position Requirements and Specifications

The requirements for this position include the following:
Associate’s degree in Business Administration or other related field, or equivalent combination of training and/or experience required.

Minimum of two years relevant administrative experience required.

One year experience in banquet catering, food and beverage, or hospitality industry preferred.

Computer proficiency with Windows, Microsoft Access, Word, Outlook and Excel required. Knowledge of Catermate/Breeze/Delphi or other comparable catering software programs a plus. PowerPoint, Navision and Shift 4 a plus.

Must accurately type a minimum of 40 words per minute.

Must be able to accurately compute basic mathematical calculations.

Must possess strong written and oral communication skills.

Must possess strong organizational and follow-up skills.

Strong eye and aptitude for details and accuracy essential.

Must possess strong interpersonal skills and have the ability to effectively communicate with guests and Society personnel.

Strong customer service skills required.

Must have experience successfully coordinating multiple projects and activities.

Must be able to work effectively under pressure and meet strict deadlines.

Ability to maintain strict confidentiality of highly privileged information required.

Previous experience and/or training in guest relations helpful.

Experience and/or ability to work and interact effectively with a diverse, multicultural audience. Multi-lingual ability and Spanish fluency a plus.

Valid driver’s license required.

Additional Information: This position description summarizes the primary duties and functions of this position, but should not be considered a complete listing of every duty the incumbent may ever be called upon to perform. This position requires a flexible and creative individual who is able to acquire a thorough understanding of all related operational matters. Incumbent is required to gain an understanding of the organization, its mission, vision, values, and operating philosophies, and how the Catered Events Department activities impact the institution and other departments. This position may require occasional weekend, holiday, and evening work. Must represent the Society in a professional manner at all times and adhere to the Society’s high standards.

Additional Information

The Chicago Zoological Society is an Equal Opportunity Employer.

Schedule Details

This position may require occasional weekend, holiday, and evening work.

Job LocationChicago Zoological Society-Brookfield Zoo
Zip Code


DepartmentCatered Events

Guest Services

Union StatusNon-Union
Work Shift

Weekdays- some evenings/weekends- etc.