Manager of Event Catering and Marketing

SUMMARY

The Manager of Event Catering and Marketing organizes and oversees special events supporting the Unconventional Kitchen, an external catering line serving the public, along with internal special events within Vincentian. Serving as the primary interface between the culinary team and customers, this position is focused on delivering exemplary customer experiences throughout the entire customer journey for any size catering order or event.

Serving as the brand ambassador for both the Unconventional Kitchen and to represent Vincentian’s nonprofit mission, the Manager of Event Catering and Marketing will demonstrate exemplary professionalism and interpersonal communication skills in all verbal and written interactions. The ability to read an audience, interpret even unarticulated requests and tailor suggestions that ultimately delight customers and exceed expectations will be part of the regular work. The right individual will be highly personable and focused on relationship management in every interaction, easily converting leads to sales.

An equally customer-centered and highly organized logistical ninja, this position will be responsible for developing the entire customer journey and corresponding back of house success plan for all catering and events. This includes but is not limited to developing processes, workflows, standards, checklists, event staffing models, and all supporting documents and collateral for successful and seamless execution. The Manager of Event Catering and Marketing will effortlessly move between big picture and small detail thinking and execution, creating plans that connect the two successfully to meet key strategic objectives. Attention to detail and passion for excellence are paramount to this role.

The Manager of Event Catering and Marketing will solicit, measure, and incorporate feedback continuously, consistently improving offerings, experiences, and processes. The right individual for this role will be adept in utilizing a variety of technology platforms to inform their work and the customer experience. An eye for creating visually appealing presentations, displays, and visuals for both events and marketing materials is a plus. A progressive mindset, proactively anticipating needs and industry trends, and strategically positioning Vincentian to optimize financial performance of this significant business arm, will be integral to success.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

MISSION

1. Commits to the Vincentian Collaborative System (VCS) mission to nurture and sustain a ministry of compassionate care that preserves the human dignity of persons within a diverse and changing society.
2. Upholds and promotes the VCS values of spirituality, compassion, quality, dignity, collaboration, advocacy, stewardship and innovation.
3. Promotes and supports a resident centered care environment that ensures the treatment of all residents, family members, visitors, fellow employees and customers with kindness, respect, and dignity.

EVENT PLANNING

1. Oversees all aspects of catering requests and events, from small pick-up catering orders to deliveries, to full-service catered events both on and outside of Vincentian campuses. This includes timely and professional responsiveness to all inquiries and ongoing communications with customers, staff, and vendors up to and including orchestrating day of event logistics and communications.
2. Consistently delivers the highest standards of customer service, collaborating with customers and staff to create experiences that are personal, memorable and easy for the customer.
3. Oversees all event and catering logistics and supplies/inventory, including serving ware, linens, staffing, scheduling, set up and clean up, billing, evaluation and record-keeping. Maintains inventory, care, and use of all supplies and equipment and works with management team to secure additional supplies when needed.
4. Collaborates with the Director of Culinary Experience - UNK to determine menu options, pricing, and other details for catered events; assures that menu offerings are on trend and reflect target customer preferences.
5. Collaborates with the Director of Culinary Experience - UNK to determine event staffing models, manages all event staffing schedules and needs, ensures exemplary service execution for all events
6. Coordinates with other departments to provide a seamless experience for customers of the Unconventional Kitchen.
7. Delivers hands-on service, set-up, and tear-down when needed, including moving furniture, transporting items, and assisting however necessary to pull off an exceptional event.
8. Coordinates and assists with the planning and execution of internal Vincentian events hosted at the Vincentian Learning & Engagement Institute, the independent living communities, and other campuses.
9. Provide support and assistance to Unconventional Kitchen programs, initiatives, and events, and oversee the day-to-day operations of all Unconventional Kitchen event spaces and equipment.
10. Ability to daily travel to client locations and other Vincentian locations in personal vehicle.

SALES & MARKETING

1. Serves as the public face of Unconventional Kitchen catering and events. Represents the Unconventional Kitchen and Vincentian Mission professionally and dynamically in all internal and external communications. Creates an elevated Unconventional Kitchen image, promoting the Unconventional Kitchen and ultimately Vincentian through engaged representation at meetings, conferences, and events.
2. Identifies, recommends, and implements customer engagement opportunities for new and existing customers, increasing brand loyalty and ultimately drive increased financial support of Vincentian.
3. Assists with marketing and sales campaigns (emails, newsletters, publications, ads, etc.), alerting existing and potential customers to updated offerings, functions and program impact.
4. Stays abreast of current industry trends, opportunities, and innovations; establishes and/or maintains a professional network locally and beyond.
5. Collaborates with other departments to identify exceptional services and offerings that would be of value to customers.
6. Ensures that service and quality standards are met or exceeded; utilizes feedback reports, best practices, and market information to continuously improve customer service and satisfaction. Actively seeks and incorporates best practices into all goals and objectives.
7. Achieves agreed upon metrics for the month and quarter.
8. Competes weekly and sales and marketing reports.

ADMINISTRATIVE

1. Acts as the liaison between the customer and Unconventional Kitchen culinary team. Attends regular meetings with the Director of Culinary and management team(s), providing updates on upcoming event and catering requests, supply and staffing needs, and initiates proactive problem-solving.
2. Attends bi-monthly sales and marketing team meetings.
3. Develops procedures, processes, policies, and goals for catering and events alongside the management team.
4. Secures and trains event staff to serve customers seamlessly and exceed expectations
5. Assists in the development and implementation of, and adherence to, the annual budget for events & catering.
6. Maintains accurate and detailed electronic files for all catering and events (including order information, diagrams, contact/correspondence, and photos as applicable) and vendor contract management.
7. Produces summary and detailed reports regularly for management and upon request.
8. Oversees all billing and related procedures for events & catering, including but not limited to submitting invoices, processing prompt payments, and maintaining detailed billing records.

1. Ensures that all departmental functions are in compliance with all federal, state, and local regulatory standards, labor laws, and Vincentian policies, procedures, and guidance.
2. Provide direct supervision employees and their adherence to all VCS policies and procedures and department standards and guidelines.

1. Coach and discipline employees as appropriate and in partnership with People Operations while enforcing all policies and procedures.
2. Schedule personnel to meet operational needs and in accordance with volume and budgetary guidelines.
3. Complete all necessary entries and approvals relating to biweekly payroll without delaying payroll process.
4. Contribute to the relevant and timely performance feedback to employees through the performance review process.
5. Conduct department orientation, training and coaching of all new employees.
6. Collaborates with People Operations in areas including recruitment, orientation, training, staff development, performance evaluation, disciplinary action and policies and procedures.
7. Other responsibilities as directed.

EDUCATION, EXPERIENCE AND CERTIFICATIONS:

1. Bachelor’s degree in Business Administration, Marketing, Hotel and Restaurant Management or related major
2. Food handlers card required within 30 days of employment.
3. A minimum of three years of experience in event planning, catering sales and/or in a hospitality-focused position.
4. Experience supervising event and service staff.
5. Current/valid driver’s license
6. Strong working knowledge of human resource-related laws, policies and procedures, and general people management best practices.
7. Strong written, verbal, and interpersonal communication and customer service skills and ability to relate well to a wide range of individuals with diverse backgrounds.
8. Highly flexible, independent self-starter; able to respond quickly and positively to shifting demands and opportunities; ability to work under tight deadlines and plan, organize, and carry out multiple detailed tasks.
9. Adept at working autonomously, taking initiative, and proactively identifying solutions to potential issues.
10. Exemplary organizational skills, utilizing software to both manage project details and build project summary reports for multiple audiences.
11. Strong project management, planning, organization, and time management skills.
12. Proficient in MS Office (Outlook, Word, Excel, PowerPoint), ability to learn and dynamically utilize software to perform position functions (check requests, budgeting, databases, point of sale, etc.).
13. Interest and demonstrated skills in technology preferred. Working knowledge of a point-of-sale system a plus.
14. Ability to stand or walk for prolonged periods and lift 50 pounds.

Vincentian is an Equal Opportunity Employer.