Title: Administrative & Events Coordinator
Employment Status: Part Time Seasonal
Team: Management Team
Immediate Supervisor : Executive Chef & Office Manager (Owners)
Pay Rate: $25-$35 per hour depending on experience
Purpose Statement: Ensure smooth organization and implementation of events, and ensure all details are communicated with clients and The Cook & The Drummer team. This includes exceptional organization of event folders, cross checking Honeybook and Ubeya for accuracy, and relaying any discrepancies with C&D team. Must have prior event coordination experience, strong communication skills, detail oriented and a flexible schedule.
Description of Duties
Including
Seasonal 10-25 hours per week during the busy season. 5-10 hours per week when things are slower. If warranted or wanted in the future this could turn into a full time position.
Must have own laptop
Remote work available; must be in the office one day a week, preferably Monday or Tuesday
Must be available to handle last minute details prior to events
Must return calls within 2 hours if relevant to upcoming event
Work with clients, event coordinators, event venues, rental companies and C&D team to ensure all event details are accurately recorded and communicated with all involved parties
Conduct walkthroughs with clients and venue managers to ensure Walk Through Checklist is completed; photos/videos taken, and shared in the event folder
Create and manage Google drive event folders and documents: complete documents for each event at least 1 week before event
Confirm final menu, guest count and dietary restrictions, kid menus to Lisa 3 days prior to prep day so she can shop and order food (see Ubeya for prep days)
Work with Lisa when necessary to curate menu items for dietary restrictions/preferences
Create display menus in Canva as needed
Create and print food label tent cards (Elizabeth usually prints)
Email relevant individuals for each event as soon as each set of event documents is complete Event Captain, Elizabeth, Lisa, Event Chef
Ensure all employee hours have been recorded in Ubeya before each payroll is processed, check with Elizabeth?
Communicate with clients through Honeybook as much as possible to ensure all messages are seen by all parties
Check Ubeya and Honeybook to make sure info is the same in both places (staff needed, arrival time etc); communicate with Sales Coordinator to ensure all details match the client’s expectations, and Google documents
Maintain an organized work environment (binders(Eliszabeth usually helps with this) label, categorize, layouts, timelines)
Maintain correspondence with Elizabeth in regards to event changes with guest count, staffing needs, or location
Ensure sure rentals are rented and ready for the event
Be present and prepared for tastings that are scheduled through the year
When events are slower, duties will include projects such as updating brochures, menus for clients and marketing materials. May also include Marketing the business.
Education:
College diploma preferred but not required
High school diploma
Prior management experience.
Any combination of training and experience which would provide the knowledge and abilities to succeed in this position.
