Catering & Events Administrative Assistant

LEGENDS GLOBAL

Legends Global is the premier partner to the world's greatest live events, venues, and brands. We deliver a fully integrated solution of premium services that keeps our partners front and center through our white-label approach. Our network of 450 venues worldwide, hosting 20,000 events and entertaining 165 million guests each year, is powered by our depth of expertise and level of execution across every component — feasibility & consulting, owner’s representation, sales, partnerships, hospitality, merchandise, venue management, and content & booking — of world-class live events and venues.

The Legends Global culture is one of respect, ambitious thinking, collaboration, and bold action. We are committed to building an inclusive workplace where everyone can be authentic, make an impact, and grow their career. Winning is an everyday thing at Legends Global. We have the best team members who understand every win is earned when we come together as one unified team. Sound like a winning formula for you? Join us!

THE ROLE

This position is responsible for providing administrative and operational support to the Catering, Banquets, and Culinary teams.

The ideal candidate will possess strong organizational skills, attention to detail, and the ability to manage multiple administrative priorities in a fast-paced hospitality environment. This role supports efficient office operations, maintains accurate event documentation, and facilitates communication between departments to help ensure successful event preparation and execution.

ESSENTIAL FUNCTIONS

- Provide daily administrative support to the Catering, Banquets, and Culinary departments.
- Organize, maintain, and distribute Banquet Event Orders (BEOs) and related event documentation to appropriate operational leaders.
- Prepare, update, and maintain BEO binders and event reference materials for Culinary and Banquet leadership.
- Review event documentation for completeness and communicate missing information or discrepancies to the appropriate department.
- Update digital menu boards, event signage, and related operational materials as directed.
- Make approved updates in the point-of-sale (POS) system for The Commons and on handheld POS devices for Banquets.
- Perform data entry, document preparation, filing, and general administrative tasks.
- Maintain organized electronic and physical records to support departmental operations.
- Access designated event management systems to review and reference event details within assigned permissions.
- Enter and update event consumption items in the designated event management system within assigned permissions.
- Assist with the preparation and distribution of menus, event materials, and internal communications.
- Coordinate with Catering, Banquets, and Culinary leadership to ensure administrative requests are completed accurately and in a timely manner.
- Maintain open communication with internal departments regarding event documentation, administrative needs, and operational updates.
- Handle confidential business and operational information professionally.
- Adhere to all Legends Global policies, procedures, and applicable workplace standards.
- Perform other related administrative duties as assigned.

QUALIFICATIONS

To perform this job successfully, the candidate must be able to perform each essential duty above at the highest levels. The requirements listed below are representative of the knowledge, skill, and/or ability required.

- Minimum one (1) year of administrative, clerical, or office support experience, preferably in a hospitality, catering, food and beverage, or event operations environment.
- High school diploma or equivalent required. Additional education or certification in business administration, hospitality management, or a related field preferred.
- Must be detail-oriented and extremely organized, with the ability to manage multiple priorities and meet established deadlines.
- Must possess strong written and verbal communication skills and demonstrate a commitment to customer service.
- Must be proficient in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
- Ability to learn new programs, event management systems, and administrative procedures quickly.
- Experience reviewing, organizing, and maintaining Banquet Event Orders (BEOs), menus, and event documentation preferred.
- Ability to accurately perform data entry, maintain records, and prepare administrative materials.
- Ability to maintain effective working relationships and communicate professionally with Catering, Banquets, Culinary, and other operational departments.
- Ability to handle confidential information with professionalism and discretion.
- Ability to multi-task in a fast-paced, team-oriented setting.
- Ability to read, speak, and write in English.
- Must be flexible to accommodate occasional schedule adjustments based on business requirements.
- Must have sufficient mobility to perform assigned administrative tasks, including walking throughout the facility, sitting, standing, and using standard office equipment.
- Must be able to lift, carry, push, or pull up to 20 pounds as necessary to perform assigned duties.
- Practice safe work habits, follow all safety policies, procedures, and regulations, and complete company-wide and job-specific safety training as required.
- Perform other duties as assigned.

COMPENSATION

Competitive salary, commensurate with experience, and a generous benefits package that includes: medical, dental, vision, life and disability insurance, paid vacation, and 401k plan.

WORKING CONDITIONS

Location: On-Site

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit, talk, hear; use hands to finger, and handle controls. The employee frequently is required to reach with hands and arms. The employee is required to stand, walk, and stoop. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Legends is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or genetic information.