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Job Description

Title: Assistant Manager, Catering Sales & Events Operations

Department: Events & Catering

Location: New York Aquarium

Reports To: Sales Manager, Events & Catering

Positions Managed: N/A

Employment Type: Full-Time, Non-Exempt

Pay Range: $64,000 - $66,000

About Wildlife Conservation Society (WCS):

WCS stands for wildlife and wild places. As the world's premier wildlife conservation organization, WCS has a long track record of achieving innovative, impactful results at scale. We run field programs spanning 60 countries and the entire ocean. We build on a unique foundation: Our reach is global; we discover through best-in-class science; we protect through work on the ground with local and indigenous people; we inspire through our world-class zoos, aquarium, and education programs; and we leverage our resources through partnerships and powerful policy influence. Our more than 4,000 diverse, passionately committed team members in New York City and around the world work collectively to achieve our conservation mission.

Position Description:

This blended role is divided between two functions. Approximately two-thirds of the role serves as Assistant Manager, Catering Sales & Operations, overseeing all aspects of catering sales, logistics, and maintenance of catering facilities, equipment and inventory, staff, vehicles, setup, and breakdown of events, and assisting with the execution of day to day operations, event execution, and catering sales bookings. The remaining one-third of the role serves as a Public Event Staff Support Person, acting as a representative to the Event Programming team and providing on-site logistical, equipment, vendor, and operational support before, during, and after the Aquarium's public events

Major Responsibilities:

• Assist in achieving sales goals for the Events & Catering department at the New York Aquarium by selling event spaces & catering to both corporate & social clients
• Schedule meetings & walkthroughs with prospective, booked & repeat clients as well as vendors for logistical coordination & COI approval
• Create event proposals, negotiate contracts to maximize revenue and generate invoices to collect deposits & payments prior to event date
• Assist the Event Programming team execute their public facing events such as: Conservation Morning, Members Evenings, Ascarium, the New York Aquarium Holiday Event
• Coordinate with clients & admin team to deliver collateral needed for events (admission tickets, wristbands & parking passes)
• Assist in the logistical planning, pre-event organization, execution, service, breakdown, cleanup, and troubleshooting of internal and external catering and public events, with the expectation to be present on-site during event days.
• Collecting and processing event payments
• Meet with Buildings & Grounds (B&G) to make sure everything is coordinated as laid out in the event notice
• Responsible for event services related to operations, ie; vendor load in, external deliveries, interdepartmental assistance, signage, etc.
• Receive deliveries and accompany installations on-site, and coordinate the return of all event items to their proper locations post-event
• Assist in onboarding, training, and managing new associates. Including the scheduling and supervision of both internal and outsourced labor
• Work with all internal departments to cover staffing needs and programmatic support
• Coordinate vendor access and on-site logistics for events, including communicating with vendors before each event, providing access passes, escorting them to locations, and providing equipment and materials as needed
• Help achieve financial goals by achieving sales goals, controlling labor, food, and beverage costs
• Prepare and provide pull sheets and equipment diagrams for banquet set ups
• Attend BEO meetings, vendor and client walk throughs
• Work collaboratively with fellow employees and managers. Being able to recognize teamwork and diversity throughout the department to resolve conflicts respectfully and in a timely manner
• Inventorying, ordering, receiving, storing, and maintaining all food and beverage, equipment, catering supplies, chemicals, paper products, linen, and public-event equipment and supplies; preparing equipment and supplies for events and notifying the Event Programming team of supplies needed, replacements, etc.
• Maintain a clean and safe work environment by practicing high standards of food, human safety, and sanitation. Meet or exceed all federal, state, local, and WCS standards for sanitation, food presentation, and storage
• Oversight of maintenance of catering facilities in its entirety, including but not limited to cleaning, basic gardening of outdoor portions of the facility, ensuring room is set and clean for events, and completing work orders for specialty work that must be done by an outside department
• Prepare all required paperwork, including forms, reports, and schedules in an organized and timely manner, and provide post-event summaries for each event.
• Utilize Caterease, Prismm diagrams, Microsoft Outlook, Word, Excel, & PowerPoint