The Catering and Events Administrative Specialist is responsible for providing comprehensive administrative support to the management team of the Vanderbilt University Campus Dining Catering and Events team.  The Administrative Specialist will be responsible for providing overall administrative support to the unit’s management team, which includes coordinating event billing and invoicing, creation of event signage and printed materials, as well as event reporting and forecasting. This position is responsible for communicating with clients for final event confirmation to ensure all event details are correct. The Administrative Specialist reports to the Director of Catering and Events, and interacts with staff, faculty, and external entities on a regular basis. 

Duties and Responsibilities:

Manage the administrative aspects of catering and events, including processing invoices, tracking payments, and reconciling financial records. Design and produce signage, programs, menus, place cards, table numbers, and other printed materials for catered events and functions. Compile data and generate reports related to event performance, trends, and forecasting, including weekly student centers collaboration reports and weekly rental orders. Serve as the primary point of contact for clients, responding to inquiries, confirming event details, and ensuring all logistical information is accurate. Coordinate with the catering and events management team to ensure seamless execution of events. Maintain electronic and physical filing systems to store event documentation, client records, and contracts. Manage invoicing for the kitchen and collect payment information from external clients. Manage department marketing / sales tasks / internal employee engagement  Bi-monthly newsletter in cohesion with the Beverage Manager / Beverage Program  Management client outreach  Social media, client gifts Updating menus General website updates Assist with other administrative tasks as needed to support the overall operations of the Catering & Events Program.

Supervisory Relationships:

This position does not have supervisory responsibility and reports functionally and administratively to the Director of Catering and Events.  

Qualifications:

A bachelor’s degree in business administration, communications, or a related field is preferred.  Two years of experience in an administrative, event coordination or related field is required.   At least three years of experience in an administrative, event coordination or related field is preferred.  At least two years of experience with financial reporting, billing, and invoicing is preferred. Proficiency in Word, Outlook, Excel, PowerPoint and Canva is necessary.        Strong communication (verbal, written, interpersonal) skills and an ability to communicate effectively with a diverse population is necessary.    Strong time management, organizational and multi-tasking skills and an eye for detail is necessary. Demonstrated ability to deliver exceptional customer service is necessary.