The Private Events Assistant is responsible for providing administrative and event support related to private event operations at the Fox Theatre while ensuring exceptional customer service and event management standards are met.
Assist with booking and operations of assigned Fox Mezzanine parties including first point of client contact, draft deposit letters, contracts, rental agreement, corresponding operations memos and post event follow up
Assist Hospitality Manager on preparation and coordination of larger private events, including at-event support and set up
Coordinate information and paperwork for engagement/wedding photo shoots in the Grand Lobby
Colleague scheduling for loge and private events
Perform continuous customer service with clients, colleagues and guests and work with management to resolve any issues that may arise at events
Assist with backstage and suite level menu implementation in a timely manner including monitoring changes and any special client requests.
Provide administrative support to Hospitality Manager
Other duties as assigned by Hospitality Manager
Supplemental Job Functions:
Inventory and ordering for department supplies
Minimum Knowledge, Skills and Abilities:
High School Diploma or Equivalent
Supervisory experience minimum of 2 years
Basic knowledge of Microsoft Word and Excel programs
Effective communication skills, both orally and in writing
Excellent verbal communication skills
Detail oriented ability to keep accurate and detailed accounting records
Ability to perform a variety of responsibilities with time-sensitive deadlines
Preferred Knowledge, skills and abilities:
Knowledge of the sports and entertainment and hospitality industries
Food Handler's Permit
Frequent exposure to loud noise
Irregular and extended hours including nights, weekends, and holidays
May require long period of time on your feet
The physical demands and work environment characteristics described here are representative of those a colleague encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The above is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of this job. It is not to be construed as an exhaustive statement of all supplemental duties, responsibilities or nonessential requirements. Olympia Entertainment, Inc. has the right to change, modify, suspend, interrupt or cancel in whole or in part any job functions outlined in a job description at any time and without advance notice to the employee.
Effective: 4.2007 Revised: 1.2012