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.
