Administrative Assistant at Seasons Catering – Ventura, California

Seasons Catering’s mission is where imagination and flavor have no boundaries.

The Administrative Assistant provides administrative and logistical support to the Director of Events and Event Managers to ensure seamless preparation for events. This is an internal-facing role focused on backend event organization, documentation, logistics coordination, and systems management.

This role is ideal for a highly organized, detail-oriented individual seeking to grow within the hospitality and event industry.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The responsibilities listed below are representative of the role and are not limited to the items outlined.

Primary Responsibilities

Performs the following duties, but not limited to:

• Assist the Director of Events and Event Managers with backend event preparation and administrative organization.
  
• Maintain accurate and up-to-date event notes and details within event management software (e.g., Total Party Planner) for internal visibility.
  
• Draft and format internal event timelines based on Event Manager direction.
  
• Conduct rental order reviews, track revisions, and communicate discrepancies to ensure alignment with BEOs, guest counts, and event logistics under Event Manager guidance.
  
• Prepare and organize onsite event materials, including printed packets, signage, décor set-ups, and digital event files.
  
• Load event materials onto company iPads and ensure all devices are updated, organized, charged, and distributed for event use.
  
• Run company-related errands as needed to support event preparation (printing, supply pickups, will-call rentals, etc.).
  
• Support labor administration through Nowsta, including updating shifts, entering notes, and assisting with schedule accuracy.
  
• Compile and organize onsite hour reports following events for internal review.
  
• Prepare and organize post-event reports for weekly team review meetings.
  
• Update and maintain weekly all-team meeting agendas for Tuesday staff meetings.
  
• Track internal deadlines and proactively notify Event Managers of missing information or pending items.
  
• Support the development and organization of internal templates, SOPs, and training materials.
  
• Perform other duties as assigned to support successful event preparation and company operations.

• Proficient with Microsoft Excel, Word, and Gmail.
• Very organized and efficient.
• Be flexible and able to adapt to multiple environments and dynamic needs.
• Warm personality with strong communication skills, as you are the customers’ first point of contact.
• Ability to multitask.
• Must be fast and efficient.

PREFERRED SKILLS:

• Familiar with Total Party Planner

Job Type: Part-time

Pay: Starting between $19-23/hour depending on experience

Experience: One year minimum experience in an office setting

Position is contingent upon the following:

• Submission of satisfactory proof of your identity and your legal authorization to work in the United States. If you fail to submit this proof, federal law prohibits us from hiring you.
• Clearance from our insurance provider for you to drive a company vehicle.

Seasons Catering is an equal employment opportunity employer that selects the individual who is the best

match for a position based on job-related qualifications, without regard to race, color, creed, sex, national

origin, religion, sexual preference, age, disability, genetic information, or other protected group status.

Seasons Catering is an at-will employer, which means that the company or you may terminate the

employment relationship at any time, for any reason, with or without cause or notice and in accordance

with applicable law.