Catering Administrative Assistant

Trail Drive Management Corporation
Job Description
Catering Administrative Assistant
Dickies Arena is a 14,000 seat, spectacular multipurpose venue located adjacent to the Will Rogers Memorial Center campus in Fort Worth, Texas. The arena is owned by the City of Fort Worth and managed by the not-for-profit operating entity, Trail Drive Management Corp (TDMC). The state-of-the-art arena hosts concerts, sporting events and family entertainment, and is the new home to Fort Worth Stock Show rodeo performances.
Classification: Non - Exempt Full Time
Reports to: Catering and Sales Manager
Job Description:  Trail Drive Management Corp looking for a competent Catering Administrative Assistant to provide personalized support in a well-organized and timely manner for the Catering Department, reporting directly to the Catering and Sales Manager for Food & Beverage.
Essential Duties (include, but are not limited to the following):
  • Act as a point of contact between the Catering Leadership Team and our internal/external clients
  • Drive timely and consistent communication with all critical parties
  • Assist with client calls and event billing
    • Ensure quality hospitality and customer service through large volumes of phone calls and e-mails regarding food and beverage inquiries.
    • Prepare and track the distribution of receipts, invoices, and/or refund transaction documents on a weekly basis, or as needed.
    • Address and resolve all declined credit card transactions until the charge has been successfully placed.
  • Assist with updates to computer software with the appropriate menu selections, item descriptions, pricing... 
  • Have knowledge of all menus, items, ingredients, and presentations
  • Handle requests and queries for the catering operations, staff, clients, etc…appropriately
  • Maintain meeting schedules and provide reminders
  • Assist in sales/operational duties as assigned by Catering leadership team
  • Track department and event related expenses timely and accurately
  • Establish and ensure the ongoing maintenance of a filing system for all pertinent event and department information
  • Create reports and update internal databases
  • Facilitate internal communication to staff
  • Support the Catering team, as well as, Food and Beverage Department initiatives
  • Data entry in as needed
  • Other Job Responsibilities as assigned
1. Communication Proficiency.
2. Ethical Conduct.
3. Strategic Thinking.

4. Problem Solving/Analysis.
5. Leadership.

Supervisory Responsibility
Exercises general supervision over clerical, administrative and professional staff assigned to the department.
Physical demands
While performing the essential functions of this job, the employee will frequently operate a computer and other office devices such as calculators, telephones, copy machines, faxes and printers. Employee will constantly move about inside and outside various areas of the facility before/during/after events to interact with internal/external clients and supervise the work of employees during events. Employee must constantly communicate via telephone, radio and in-person with others and exchange accurate information. Employee will regularly spend time during their shift standing, walking and/or traversing stairs.  Employee may occasionally be required due to business demands and event operations to lift and/or move up to 50 pounds. As business, maintenance, operations or emergency situations require, employee may sporadically assist in lifting/moving 100 lbs. or more. Employee must be comfortable with raised volume and/ or dark lighting in specific event settings.
Additional Eligibility Qualifications
  • Must be a minimum 21 years of age
  • Proven experience in an administrative/office/executive assistant role; hospitality-based environment preferred
  • Full comprehension of office management systems and procedures
  • Candidate should be proficient in Microsoft Office applications (Word, Excel, PowerPoint, CRM, and Outlook)
  • Possess excellent interpersonal skills and diplomacy, discretion and confidentiality with sensitive company and client information
  • Possess excellent written and verbal communication skills; proficiency in English
  • Ability to multitask and prioritize daily workload
  • Strong attention to detail and proven customer service skills
  • Exceptional organization and prioritization  
  • Exemplary planning and time management skills
  • Works well with others; establishing and maintaining effective relationships with fellow workers and supervisors
  • Ability to lift, push, and pull up to 50lbs
  • Flexible schedule – nights, weekends, and holidays
  • Must be able to work in an environment with fluctuating temperatures
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Contact Information