Catering Administrative Assistant

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Looking for a non-stop and exciting place to work? Caltech is a world-renowned science and engineering institute harboring some of the world's brightest minds. Our Caltech Dining Services Department (CDS) is in search of hiring and cultivating equally talented individuals who are positive, enthusiastic, and passionate about what they do. We are fast-paced, creative, hands-on, and round-the-clock. If you have a great teamwork ethic, positive attitude, and are indispensably flexible and quick to adapt to an always changing environment, join us and be a part of this leading edge & innovative community. Our mission is to provide great food, service, and experience for our students and community.

CDS operates four dining units (Browne Dining Hall, Red Door Marketplace, Broad Cafe, and Avery Kitchen) for the campus community and visitors. We also serve over 950 undergraduate students, 7 days a week through our Student Meal Plan, and maintain a burgeoning Catering Department.

This is an Essential Reporting position. In the event of an emergency on campus, an employee designated as essential reporting has essential job skills that are needed for response and recovery and is expected to report to Campus as soon as possible.

Job Summary

This is a full-time position under direct supervision of the Catering Manager of the Dining Services Department. This position requires a high level of detail orientation and the ability to multitask within a fast-paced changing environment. In addition to catering administrative duties, this position is also responsible for ensuring all event details are followed per client request. This includes continuous communication among the kitchen, coordinators, client, vendors, and senior management, depending on the event. This position is required to assist in various non-administrative, foodservice related tasks as needed. A positive, can-do attitude and teamwork ethic are a must, with a strong level of ownership and accountability. The candidate must work quickly, efficiently, be flexible, and resourceful, while maintaining a great customer-facing attitude and demeanor. This position will also perform a variety of general office administrative tasks as needed when the Office Administrative Assistant is on break or on leave. Due to the sensitive and confidential nature of any administrative position, the candidate must be able to keep strict confidentiality with private disclosed information.

Job Duties

• Provides catering administrative lead and support for the Dining Services Department.
• Meets with clients catering a variety of day-to-day event needs, and ensures the details are communicated and coordinated with the catering team.
• Assists on-site coordination and planning of events, both large and small, to ensure a successful event.
• Responsible for temporary staff oversight and coordination on the day of the event.
• Works with the Catering Assistant Manager to ensure staff is scheduled efficiently, as needed, and per day-to-day changes.
• Assists catering coordinators during peak periods, accountable for event success.
• Relationship building with high-volume clients to ensure repeat business.
• Monitor incoming event requests, enters, communicates, and distributes all event orders and details to staff.
• Troubleshoots incidents related to all catering events.
• Reserves and maintains all Dining Services event spaces, coordinates cleaning & maintenance.
• Coordinates rental orders, deliveries and pick-ups, floral orders, staffing requests, room reservations, and all tasks related to the events, immediately entering changes as needed.
• Schedules door and campus access between the security department, vendors, and clients.
• Creates signage for all food items and displays to include specific allergen information; works with the Catering Manager to ensure allergen information is accurate.
• Assists the Administrative Assistant with tasks in her absence.
• Answer phones & take messages, assist customers including both catering and general dining related questions.
• Assists Dining Services staff with questions or concerns, as needed.
• Maintain office organization and catering office supplies.
• Greet and assist all visitors & clients in a professional, genuine, and friendly manner.
• May be required to work some weekends, late nights, and over-time.
• May temporarily work a different shift due to unforeseen events or seasonal high volume event needs.
• Will be required to assist with food functions and events performing non-administrative tasks serving food, checking in, setting up or breaking down when needed.
• Must have a strong sense of professionalism, team approach, work effectively under pressure and work very well within a team environment.
  

Basic Qualifications

• Associate's degree or 3 years of related administrative experience
• Must have experience using email software, MS Office Suite, social media platforms, and other various PC/Android/Apple applications on desktop, laptop, and mobile.
• Must be able to quickly learn catering software.
• Must have demonstrated a high level of organization and efficiency.
• Must be comfortable speaking on the telephone with strong verbal and written communication skills.
• The selected candidate must pass a pre-employment background investigation.
• Selected candidate must maintain attendance and arrive on time for all shifts.
• Must possess a Food Handler's certification or must obtain the certification by the time of hire.
  

Preferred Qualifications

• Experience in dining or event planning is preferred.
• Spanish speaking is preferred.
  

Required Documents

• Resume.
• Professional References.
  

$24.25 - $31.75 Per Hour

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

If you would like to request an accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to Caltech Recruiting at employment@caltech.edu.