Design and Events Administrator Job at Great Performances in New York

About us:

From innovative menus and striking design to impeccable service and critical attention to detail, at Great Performances, we weave our mission into all we do. This woman-owned business serving New York City for over four decades has evolved from a waitress staffing agency to the leading catering, events, and hospitality companies in the greater New York area. We provide food services in an array of celebrated New York City cultural institutions including Jazz at Lincoln Center, Brooklyn Museum, Brooklyn Academy of Music, Wave Hill, and The Apollo Theater. We are known for full-service catering and events, corporate workplace dining and amenity programs, and large-scale event and festival production. Great Performances is the nation’s first caterer to own and operate an organic farm, Katchkie Farm located in Kinderhook, NY. Progressive from the start, we consistently set the pace for industry best practices.

We are seeking highly motivated and talented individuals to join our team and to support our vision, mission, and values through everything they do. If you share our passion and want to make a meaningful impact, we invite you to apply.

Our Vision: Building Community to Better Our World

Our Mission: Unleash Joy through Genuine Hospitality

Our Core Values:

Craftsmanship: developing new menus, designs, and moments to deliver engaging experiences to our clients and guests.

People: creating fair access, opportunity, and advancement for everyone. Our employees are our greatest asset.

Sustainability: upholding and elevating standards for sustainable behaviors that support our planet.

Collaboration: aligning with our clients’, colleagues’ and community’s visions to execute a successful experience.

Doing Good Through Food: engaging in action around food access, health and wellness, education, and philanthropy.

We are looking for a creative and detail-oriented Design & Events Administrator to join our team. The ideal candidate will have a passion for creating memorable and unique events that leave a lasting impression on attendees. This role encompasses a broad range of responsibilities, from managing invoices and tracking service requests to conceptualizing innovative event designs and collaborating with vendors. As a Design & Events Administrator, you will work closely with internal teams to understand our client’s vision and bring it to life through meticulous planning and execution. If you have exceptional organizational skills, a creative mindset, and a knack for building strong relationships, we’d love to hear from you.

Responsibilities

• Submit and track invoices related to design, ensuring timely approval.
• Coordinate with the finance team to resolve invoice discrepancies.
• Verify proper vendor documentation (e.g., W9, ACH, COI, and agreements).
• Provide hands-on assistance with delegated tasks, including cutting menus, folding, and organizing collated labels, and aid in packaging options & logistics as needed.
• Receive and approve Design Service Requests (DSRs) using JotForm.
• Track DSRs, ensuring all necessary information is obtained before approval.
• Participate in bi-weekly team meetings to review progress and address challenges.
• Utilize tools such as Monday.com to track project progress and updates.
• Gather feedback to evaluate event success and identify areas for improvement.

Qualifications

• Proven experience as a project manager or in a similar role.
• Excellent organizational and multitasking skills with the ability to meet tight deadlines.
• Strong communication and interpersonal skills.
• Ability to work independently and collaboratively with a team.
• Demonstrate strong attention to detail in all tasks, maintaining high-quality standards in a fast-paced environment.
• Has an interest in the hospitality industry, specifically design and event planning
• Previous experience in graphic design or production environment is advantageous & familiarity with print production processes & basic design principles is a plus
• A motivated self-starter and skilled at multitasking.
• A poised professional, capable of collaborating with a large team of varying individuals.
• Excellent computer skills including proficiency in the Microsoft Suite of Office products, (Word, Excel, PowerPoint, Access). Working knowledge in Adobe Creative Suite (Illustrator & InDesign) is a plus.
• Ability to successfully navigate (or learn to navigate) & utilize the GP photo library/graphics programs as well as CaterXpert

Location: Bronx, New York (In Office)

Base salary: $28.00 - $34.00/hour

Benefits: 401K, Medical, Dental, and Vision insurance, Transit, and FSA (Flexible Spending Account)

Must be able to provide valid documentation that you are legally eligible to work in the United States.

Great Performances is an equal opportunity employer. At Great Performances, we employ qualified individuals based solely on ability, training, and experience. Great Performances does not discriminate against any employee or applicant for employment or promotion based on race, national origin, sex, age, disability, veteran status, sexual orientation, gender identity, or any other classification protected by law.