ABOUT US
Since 1991, Lon Lane’s Inspired Occasions has served the catering needs of Kansas City’s most prominent citizens and corporations. Catering is more than picking a menu. Every event is an experience. Our tenured and talented event planners and chefs bring to life the individual themes and dreams of each client. Inspired Occasions is comprised of a team of 15 in-house employees and nearly 50 on site staff that execute events ranging from intimate dinners for 2 to major events from 5,000 or more guests
JOB TITLE Administrative Assistant
PAY $22- $25 per hour (based on experience)
SCOPE:
Seeking a detail-oriented individual who has already held an administrative role. This exciting position partners with event planners, chefs, and outside vendors to nurture and execute the details of catered events for some of Kansas City’s most elite individuals and companies. Time management, task management, accuracy, confidentiality, and team spirit are the best ingredients for a successful administrative assistant at Inspired Occasions!
The Administrative Assistant reports directly to the owner.
The Administrative Assistant must develop a quick and firm understanding of the functions of the Event Planners, Production Specialists, Office Manager, and other positions within the Company.
These functions include but are not limited to:
GENERAL:
1. An understanding of systems, forms, flow, and the general business practices of Inspired Occasions including:
- A. Working with clients in scheduling, inputting and maintaining event details in core internal systems. Event details include but are not limited to: rental schedules, cost recaps, staffing, production sheets, billing etc.
- B. Working with the kitchen so that menus are delivered on a timely basis and additions and corrections are effectively communicated along with final revisions.
- C. Work with the Staffing Director to ensure that the staff has the proper time, address, and working attire for each event.
- D. Communicate with rental companies or outside vendors (florists, valet, lighting, sound, production companies etc.) to ensure latest, updated and revised information.
- E. Remain updated on all existing and new policies and procedures.
2. Update and maintain the accuracy of the company’s sales projections.
3. The ability to orchestrate workflow from the initial client call to pack up, delivery and client follow-up.
4. Execute administrative summary tasks the day following an event.
5. Answer incoming calls in a professional and efficient manner; often acting as the first liaison for event planning details.
6. Create signage for food items using Canva then cutting, framing and packing signage for parties as needed.
7. Track employee birthdays and arrange celebration components.
8. Make calls to general vendors for ice, trash, repairs and other vendors as needed.
9. Help reconcile credit card receipts.
10. Make sure events have all COI’s, permits, contracts, licenses and request as needed.
11. Track redemption certificates.
12. Order office and event supplies as needed.
PUBLIC RELATIONS:
1. Screen and handle calls to Event Specialist in the most expeditious way while maintaining our professionalism and in keeping with making each caller feel important.
2. Maintain a professional approach but present a warm and friendly front.
3. Establish professional and memorable relationships with clients, internal team and field staff.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Vision insurance
- Life insurance
- Paid time off
Application Question(s):
- Experience in a fast-paced workplace and able to multitask?
Experience:
- Multi-line phone systems
- Microsoft Office Suite
- Canva
- Comfort with learning new applications and systems
Work Location: In person
Job Type: Full-time
Pay: $22.00 - $25.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Application Question(s):
- Experience in a fast-paced workplace and able to multitask?
Experience:
- Microsoft Office: 1 year (Preferred)
Work Location: In person
