Luxury Events Administrator - High-End Hotel

The Jefferson Hotel; Richmond (VA); On-site; USD 42,000 - 47,000; Full time

Benefits offered by this job

Employee meals

Complimentary parking

Career growth opportunities

Job summary

The Jefferson Hotel in Richmond, VA is seeking a detail-oriented Events Administrator who provides high-level administrative and operational support to the Catering & Events team, serving as a professional contact for clients and partners in a luxury hospitality setting.

The ideal candidate has at least 2 years in hospitality administration or events, strong written and verbal communication, and proficiency with Microsoft Office and hotel systems (Salesforce, Delphi, Amadeus, Opera, TripleSeat,

Qualifications

• Minimum of 2 years of experience in hospitality administration, catering, events, or hotel sales support.

Responsibilities

• Serve as an initial and ongoing point of contact for catering and event inquiries, delivering warm, knowledgeable, and responsive service.
• Prepare and distribute proposals, contracts, menus, BEOs, and confirmation materials with exceptional accuracy and presentation.
• Maintain detailed client profiles, event histories, and preferences within the sales and catering system.
• Support Catering Sales Managers with follow-up correspondence, booking documentation, and conversion of tentative business.
• Coordinate event details with Culinary, Banquet Operations, Audiovisual, Housekeeping, Engineering, Front Office, and Accounting teams.
• Ensure all event documentation is current, precise, and clearly communicated to operational departments.
• Track guarantees, dietary requirements, VIP notes, and special arrangements.
• Assist with site inspections, tastings, pre-event meetings, on-property client visits, and provide administrative support during major events to ensure seamless execution.
• Process deposits, contracts, billing authorizations, and post-event invoices in accordance with hotel standards.
• Assist with revenue tracking, event reconciliation, reporting, and preparation of weekly business pace reports and departmental summaries.
• Maintain confidential client and financial records with discretion and professionalism.
• Uphold the hotel's luxury brand standards in all written correspondence, documentation, and client interactions.
• Support the organization of sales materials, presentations, and marketing collateral.
• Maintain an organized, professional office environment reflective of the property's image.
• Provide general administrative support to the Catering & Events leadership team.

Skills

Verbal communication

Written communication

Attention to detail

Client-focused

Multitasking

Education

Associate's or Bachelor's degree in Hospitality Management, Business, or related field

Tools

Microsoft Office

Salesforce

Delphi

Amadeus

Opera

TripleSeat

Job description

The Jefferson Hotel in Richmond, VA is seeking a detail-oriented Events Administrator who provides high-level administrative and operational support to the Catering & Events team, serving as a professional contact for clients and partners in a luxury hospitality setting.

The ideal candidate has at least 2 years in hospitality administration or events, strong written and verbal communication, and proficiency with Microsoft Office and hotel systems (Salesforce, Delphi, Amadeus, Opera, TripleSeat,