Event Coordinator & Executive Assistant

Company Information : MAX Ultimate Food is a high end, full-service catering company located in Boston, MA. We specialize in offering innovative and modern food options, tailored to each client's style and vision.

From intimate dinners to large-scale events, we are equipped to handle any challenge and create unique culinary experiences for our clients.

A variety of soft skills and experience may be required for the following role Please ensure you check the overview below carefully.

Job Description : We are seeking an organized, creative and detail-oriented individual who will primarily support our amazing Vice President as an event coordinator & assistant! In this role, you will work closely with the Vice President to ensure that all aspects of an event are coordinated and executed to perfection while providing general administrative support.

This may include general office duties, venue setup and breakdown, updating and revising contracts, receipt and payment tracking, ordering and picking up rentals, monitoring the event budget, and more.

The ideal candidate will have a passion for creating memorable experiences and a strong background in event planning and management.

Some of the key duties and responsibilities of this role will require (but is not limited to) :

• Welcome visitors and identifying the purpose of their visit before directing them to the appropriate department
• Responsible for basic administrative tasks such as printing, labeling, filing and storing event information
• Develop strong relationships with cross-functional teams and departments
• Schedule and attend meetings between teams, managers and departments, and recording meeting minutes
• Maintain comprehensive and accurate records of data
• Perform data entry, reporting, inventory control, finance and payroll-based tasks as directed
• Work with in house software, programs and proprietary systems
• Manage sensitive employee data and matters with a high level of confidentially and discretion
• Organize filing systems and updating office databases as directed
• Process invoices, tracking receipts, inputting expenses and other basic bookkeeping tasks
• Respond to inquiries and requests for information
• Assist in planning and designing events
• Help with event setups and breakdowns
• Provide support to clients and guests during the event
• Input and update BEOs in our events database
• Put in event and staffing requests in our ScheduleCloud database
• Oversee the delivery of supplies and vendor deliveries onsite as needed
• Make changes or updates to invoices and contracts as needed
• Take initial event inquires and send detailed inquires to the appropriate events staff
• Aid in creating event signs, name cards and marketing materials using software like Canva
• Attend and help setup for tradeshows, wedding expos and networking events
• Attend sales meetings and take meeting minutes
• Assist in packing for events including deliveries
• Act as a server / food runner for tastings and help with general room setup
• Perform ad hoc tasks as directed by our Vice President

Qualifications :

• Have at least three years of Administrative or Executive Administrative Assistant experience or equivalent in a professional office setting
• Have at least 3 years of industry experience in event planning or event coordination
• Bachelor’s degree in a related field, such as hospitality or event management preferred but not required with relevant experience
• Possess excellent phone etiquette and communication (both verbal and written) skills
• Have strong clerical skills
• Be able to maintain a high level of discretion and confidentiality
• Be proficient in Apple and Microsoft Office based programs
• Possess strong organizational and time-management skills
• Have excellent communication and interpersonal skills
• Ability to work well in a fast-paced team environment
• Possess creative thinking and problem-solving abilities
• Pay great attention to detail
• Ability to prioritize and manage multiple projects simultaneously
• Familiarity with event planning software and other tools preferred but not required

Please note : A valid US drivers license is required for this role.

Schedule

This is an onsite full time benefits eligible, hourly position, beginning at 30 hours per week. The expected days / times of the week will be Monday through Friday between the hours of 9a and 5p with some required evenings and weekends depending on company need.

Salary

$28 to $32 per hour, commensurate with experience with 0.5% commission on all food and beverage sales.

Job Types : Full-time, Part-time

Pay : $28.00 - $32.00 per hour

Expected hours : 30 40 per week

Benefits :

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule :

• 8 hour shift
• Evenings as needed
• Monday to Friday
• Weekends as needed

Work Location : In person

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