Catering Administrator | Part-Time | Spruce Meadows

OverviewThe Catering Administrator will provide administrative support to the Suites & Catering Manager and Catering Director. Administrative duties may include, but are not limited to, appointment setting; correspondence; meeting minutes; keeping the Director and the Operations Team organized; assisting with expense reports; creating PowerPoint presentations when needed; basic office supply and equipment maintenance; troubleshooting daily issues that arise in everyday operations; and general clerical duties. Will also assist in the updating of training manuals, receive visitors, sort/distribute mail and faxes, and channel necessary communications. This role will pay an hourly rate of $26.00 CAD. Benefits for part-time roles: Pension matching This position will remain open until November 27, 2026.ResponsibilitiesCoordinate and support all aspects of suites and catering operations for events, ensuring seamless service from pre-event planning to post-event wrap-up.Manage pre-orders and event-day requests using platforms such as TripleSeat and MyVenue.Organizing and executing both backstage catering for artists and crew as well as in-suite catering for premium guests.Greet suite holders and catering clients upon arrival with a professional, welcoming, and engaging attitude.Maintain accurate catering documentation, including menus, orders, guest details, and service notes.Liaise between clients, culinary teams, and front-of-house (FOH) staff to ensure timely and accurate food and beverage service.Ensure all suites, catering areas, and service stations are stocked, set up, and guest-ready prior to the event start.Checks catering equipment and service ware, ensuring items are operable, sanitized, and ready for use.Monitor event flow, addressing guest needs promptly and efficiently to maintain high service standards.Assist with inventory tracking, menu updates, and catering reporting as required.Support event setup, breakdown, and any other operational needs as assigned by management.QualificationsPro Serve Certification (mandatory).2+ years of hospitality, catering coordination, or event service experience preferred.Previous experience with catering management software (TripleSeat, MyVenue, or similar) is an asset.Strong organizational skills with the ability to manage multiple catering orders and timelines simultaneously.Excellent interpersonal skills to liaise effectively with clients, talent, and internal teams.Ability to stay calm and professional under pressure, with strong problem-solving abilities.Must be available evenings, weekends, and holidays based on event schedules.Ability to communicate in a professional, knowledgeable, and courteous manner with employees, clients, vendors, business contacts, etc.Ability to adhere to highest standards of confidentiality and discretion in all proprietary business, financial, and employee matters.