Catering Event Producer

Job Description

About us

From innovative menus and striking design to impeccable service and critical attention to detail, at Great Performances, we weave our mission into all we do. This woman-owned business, serving New York City for over four decades is now a leading hospitality management company. While the business was first founded in 1980 as a waitress staffing agency offering a flexible source of income for women in the arts, today we provide food service in an array of celebrated New York City cultural institutions. You will find Great performances at Jazz at Lincoln Center, the Brooklyn Museum, the Brooklyn Academy of Music, Wave Hill, and The Apollo Theater, among others. We are equally known for corporate workplace dining and amenity programs, and of course, full-service catering, special events, and culinary festival production. Great Performances is the nation’s first caterer to own and operate its own organic farm, Katchkie Farm, located in Kinderhook, NY. Progressive from the start, we consistently set the pace for industry best practices.

As an operations support member to Great Performances sales team, the Event Producer is responsible for supporting sales events with a total annual budget of $1,000,000 – 2,000,000, or roughly 80 – 120 events annually. Primary duties will include, but are not exclusive to, administrative tasks of proposal production, rental equipment orders, permit producing, interacting with culinary, design, staff services, accounting and meet company compliance with administrative software (CaterXpert, Nowsta), as well as on site representation at events, ensuring excellent customer service and client satisfaction. Opportunities may exist to work on projects assigned by the CEO to determine workload.

Our Vision: Building Community to Better Our World

Our Mission: Unleash Joy through Genuine Hospitality

Our Core Values:

Craftsmanship: developing new menus, designs, and moments to deliver engaging experiences to our clients and guests.

People: creating fair access, opportunity, and advancement for everyone. Our employees are our greatest asset.

Sustainability: upholding and elevating standards for sustainable behaviors that support our planet.

Collaboration: aligning with our clients’, colleagues’, and community’s visions to execute a successful experience.

Doing Good through Food: engaging in action around food access, health and wellness, education, and philanthropy.

Job Purpose

Provide operations & administrative support to the Sales Managers/Event Directors, ensuring the successful planning & execution of off-premise, full-service catered events. A majority of duties Facilitated is dedicated to administrative planning (in-office & remote), with the remainder spent in the field for event support.

Responsibilities

Assist in the creation and maintenance of all deliverables for off-premise catered events or related sales/developmental activations, including but not limited to:

• Curate proposals with seasonal &/or specialty menus, beverage lists, pantry sheets, rental equipment orders, liquor license permits & insurance certificates

• Attend rentals & specialty equipment showroom visits with clients & vendors to determine the final‘ look’ of the event.

• Schedule Tastings based on client & company calendar availability; build an entire sample presentation of the event (as-needed) with support staff to confirm the final experience

• Confirm & reserve event-specific staffing guidelines & uniform requirements w/ applicable departments & delegations

• Maintain oversight of all internal, departmental deliverables as required for event production, to include/not limited to, menu development & culinary needs, service, warehouse & any applicable IT expectations

• Stay apprised of guest count changes, food allergens & choice-of-menu specifications

• Toggle between & track details of multiple vendors to ensure seamless day-of execution

• Liaise with external & internal design entities to maintain overall event aesthetics & style

• Maintain client contact & engagement as determined by the Sales Manager/Event Directors

• Utilize & maintain concurrent functionality of designated Sales Administrator(s) &/or allocated support staff for all applicable tasks, assistance & delegate duties to them according to their Respective job descriptions & expected production/operations-based deliverables

• Assist with coordination & attend site inspections for event walk-throughs

• Draft event floorplans & POGs as-needed for use by 3rd party planners, vendors & all event staff

• Produce all applicable run-of-show (ROS) paperwork for internal operations & event staff

• Attend events & serve as a liaison to the Event Captains & Chefs, providing additional on-site Supervision for successful, as-planned execution of all contracted events & activations

• Communicate with Event Captains, Chefs & all on-site vendors to ensure event timing concludes accordingly & on budget.

• Alongside the off-premise event team, ensure that the event breakdown occurs according to venue requirements

• Assist the Sales Managers/Event Directors with all contracted event close-out details, purchase orders, confirming & finalizing invoice approvals & remittance w/ accounting associates

• Perform project-based tasks when applicable, as determined by brand need &/or senior management, when compatible with the overall book of business

• Maintain compliance with company policies, SOPs & review-based KPIs

Desired Availability, Skills & Experience

Must be a motivated self-starter & skilled multitasker who:

• Minimum of 2+ years’ experience in NYC catering &/or event operations

• Truly enjoys creating new catered events & experiences!

• Has flexible, year-round open availability

• A poised professional, capable of collaborating with a large team of varying individuals

• Demonstrates interest &/or has prior experience in the hospitality industry, specifically in catering, event planning &/or sales

• Demonstrates attention to detail, problem solving, logic, analytical, mathematical & customer service skills, acquired through practice or training

• Demonstrates food knowledge for menu recommendation & creation

• Excellent computer skills including proficiency in the Microsoft suite of office products (Word, Excel, PowerPoint, Access)

• Ability to successfully navigate & utilize the GP photo library/graphics programs to enhance sales proposals, etc.

• Strong written & verbal communication skills

• Possesses great presentation & public speaking skills

• Has high performance expectations & willingly owns results

• Demonstrates a commitment to goals & approach to challenges with a "can-do" attitude & persistence in the face of adversity

• Actively pursues learning & self-development to enhance personal, professional & unit growth

Base salary: $70,000.00 - $85,000.00/year + Commission

Benefits: PTO, 401K, Medical, Dental, and Vision insurance, Transit, and FSA (Flexible Spending Account)

Must be able to provide valid documentation that you are legally eligible to work in the United States.

Great Performances is an equal opportunity employer. At Great Performances, we employ qualified individuals based solely on ability, training, and experience. Great Performances does not discriminate against any employee or applicant for employment or promotion based on race, national origin, sex, age, disability, veteran status, sexual orientation, gender identity, or any other classification protected by law.

Full-time