"Floating Event Manager"

Job Description

Independently perform a wide range of duties related to catering and event sales including booking, selling, planning and coordinating events while assuring the highest level of customer service.

Job-Specific Responsibilities:

• Collaborate with culinary and service teams in order to successfully serve guests and achieve a high level of customer satisfaction
• Meet weekly with the catering office and production staff regarding details of upcoming events, including event logistics, food presentation, and arrival/departure timelines.
• Create unique and imaginative themes and properly executes the look for a variety of events.
• Manage all aspects of assigned events through conception and execution in multiple locations, including site visits prior to the event, ordering all items necessary for events (linen, equipment, bar services, temporary waitstaff, and floral décor).
• Develops a good working relationship with clients and on-site managers. Maintains continuous contact with clients and vendors to discuss timelines and expectations.
• Manages assigned staff, including assigning staff duties and responsibilities, pre-meal meetings, event timeline, special requests, and clean-up, and addresses performance issues, including imposing discipline, in a timely and consistent manner.
• Ensures employment practices are compliant with the current Collective Bargaining Agreement and all University personnel policy and procedures.
• Represents HUDS to students, faculty, staff and guests in a positive and professional manner at all times.
• On-Site Support: Provide support during on-site event execution as assigned, including assisting with setup, service coordination, and breakdown activities, ensuring smooth operations based on business needs.
• Collaboration & Teamwork: Contribute to fostering a positive and collaborative work environment that encourages open communication, fairness, and continuous learning while aligning with HUDS and University goals.
• Process vendor invoices, assist with client billing, the preparation of reports, documents, and presentations.
• Utilizes the management system to maintain, update, and communicate event information for major University events utilizing tools but not limited to Momentus, Social Tables,TripleSeat and Microsoft 365 Office tools.
• Ensure sanitation standards are in compliance with city and state laws, Harvard Environmental Health and Safety regulations, departmental and HACCP policies.
• Ensures compliance with State of Massachusetts and Dining Services’ “Food Employee Illness Policy”.
• Demonstrate strong multitasking, organizational, and problem-solving skills to provide effective support under pressure in a fast-paced environment.
• Respond to last-minute changes and unforeseen circumstances with professionalism, flexibility, and composure.
• Perform other duties as assigned to ensure the success of departmental operations and events.

Working Conditions:

• Continuous: walking, standing, lifting.
• Frequent: bending, reaching, squatting, push/pulling.
• Occasional: climbing, sitting, handling, manual dexterity.

Physical Requirements:

Position frequently involves long hours and widely diverse duties. Must be able to lift (approximately 20 to 30 pounds), bend, stoop and perform other physical exertion. Ability to stand for extended periods of time.

Qualifications

Basic Qualifications:

• Minimum of 2 years’ relevant work experience.
• A valid driver’s license and willingness/ability to drive.

Additional Qualifications and Skills:

• HS Diploma and at least 5 years prior front of the house catering experience in high volume, fine dining events with off-premise or hotel catering operations.
• Knowledgeable about current food and event management trends.
• Previous supervisory experience, with ability to hold team members accountable.
• Proficiency in Momentus, TripleSeat, Social Tables, Microsoft Office applications (Word, Outlook, Excel, Teams). Ability to learn other software applications as needed.
• Must be able to work evenings, weekends and holidays as needed.
• Strong communication (verbal, written, interpersonal) skills and an ability to communicate effectively with a diverse constituency.
• Strong time management, organizational and multi-tasking skills.
• Must be adaptable to a frequently changing environment and ability to remain calm and professional in stressful situations.
• Works professionally, ethically and with integrity; Uphold the vision and mission of HUDS and the University.
• ServSafe, CPR/Chokesave, Allergen Awareness, TIPS and Crowd Manager certified, or willing to become so.

Additional Information

Standard Hours/Schedule: 40 hours per week. Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position. Pre-Employment Screening: Identity, Education, Criminal, Motor Vehicle Record, Drug Test. Emergency Status Designation: Essential Personnel. Work Format Details: This position is based on-site at a Harvard campus location. Salary Grade and Ranges: This position is salary grade level 056. Benefits: Harvard offers a comprehensive benefits package including generous paid time off, medical, dental, and vision coverage, retirement plans, and more.