HOSPITALITY ASSISTANT
5 days ago
Our employees are the most valuable assets we have. The collective sum of the individual differences, life experiences, knowledge, inventiveness, innovation, self-expression, unique capabilities, and talent that our employees invest in their work represents a significant part of not only our culture, but our reputation and the organization's achievement as well.
Reports to: Senior Director of Hospitality
Director Reports: None
Position Overview:
The Hospitality Assistant will work alongside the VP of Hospitality and Director of Catering focusing on managing and coordinating communications with clients through inquiries, contracts, invoices, etc. The assistant will also work day-of operation alongside hospitality team, AQ teams and F&B service partner to ensure successful events and repeat business. Focus on exceptional guest experiences and effective communication will be required throughout all the connections with clients. Work will possibly occur 365 days a year and hours will vary depending on the events.
Essential Functions
- Review all inquiries from the web, phone, referrals, emails, etc.
- Schedule phone calls, Teams appointments, site inspections, tastings, etc. for hospitality specialists
- Work with the ArtsQuest Reserve System to check for both dates and spaces available for events.
- Work with both the Membership and Sponsorship team to encourage membership and/or sponsorship opportunities for clients.
- Create invoices from events for clients, working closely with the Finance department.
- Create event agreements for clients hosting an event at ArtsQuest.
- Work in Excel daily and keep track of spreadsheets.
- Assist with and execute events, tastings, client's items drop offs, etc.
- Assist clients with event by helping to set up before an event or breakdown the event after it has taken place.
- Assist with any paperwork needed for a client (W9, COI, etc.)
- Assist with handling event payments, deposits, etc.
- Assist hospitality specialists with any needed items for an event (paperwork, setting up phone calls to discuss events, updated files in system, etc.)
- Gather initial event information with a client through a phone call or email to assist the hospitality specialist who will be working with the client on an event.
- Organize files with all information pertaining to an event.
- Assist the Director of Catering with organizing and creating documents for weekly multi-department meetings.
- Taking notes at a weekly multi-department meeting and sending out the minutes to all ArtsQuest employees
- Connect with clients daily to discuss events, paperwork, agreements, and financial related items.
- Maintain a file system for any information pertaining to an event
Knowledge, Skills and Abilities Required:
- Bachelor's Degree in Tourism and Hospitality Management, Recreation/Parks and Tourism Management or other relevant field preferred.
- Self-motivated, energetic, organized, flexible.
- Excellent manager of time and priorities.
- Excellent interpersonal skills and the ability to communicate and work with guests, clients, and other team members in order to exceed customer expectations.
- Ability to take and give direction in a clear and concise manner.
- Ability to work independently and in a team setting.
- Must be able to process information quickly and stay organized.
- Exceptional problem-solving abilities, process oriented.
- Proficient with Microsoft Office Suite Programs, such as Word, Excel, Power Point, Outlook. Raiser's Edge, Patron's Edge or Financial Edge experience a plus.
- Must be able to move tables, chairs, and equipment as necessary, with or without reasonable accommodation; ability to lift up to 25 pounds frequently and up to 50 pounds occasionally, with or without assistance.
- Ability to work flexible hours including evenings, weekends and holidays, when necessary.
- Ability to work long hours when needed will be required in order to meet objectives and goals of the hospitality department.
- Must be willing to do what it takes to get the job done
- Ability to work both indoors and outdoors as needed.
- Previous Hospitality support experience and/or guest service experience.
- Experience working in a non-profit environment.
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