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Job Summary The Athenaeum is a 4,300-member private faculty club, located on the campus of Caltech since 1930. The club provides unparalleled dining, special/private events, and hotel lodging to members from Caltech, JPL, The Huntington, and the local community. The Athenaeum has a cherished position at Caltech as the gracious center of social life.
Responsible for providing management direction and guidance to The Athenaeum's Private Events department. This position will oversee the promotion, marketing and coordination of the Club's banquet facilities and services for private functions, social events and other member-related activities. The Director will work closely with other key managers - the Executive Chef, Food & Beverage Director, Finance Director and Banquet Manager - and other support departments to assure that the members' expectations are met consistently. This position reports directly to the General Manager.
Job Duties - Manage and oversee all the Club's catering services activities; originate, plan and organize catering activities for member events. - Develop and implement catering policies, procedures, and practices that incorporate health and safety regulations while delivering high quality services; review member requests to ensure compliance to policy and satisfaction of event objectives. - Work closely with the General Manager to develop and implement marketing ideas to sell catering services to all member segments; work on developing solid business relationships through marketing efforts and reputation of successfully catered events. Promote the Club's social facilities to all members; coordinate the development of an annual marketing plan for the Private Events department. - Oversee the development of catering packages and/or catering pricing information used in promoting catering services; develop budgets and financial reports and recommend pricing structure based on market analysis of competitors in the neighboring areas. - Coordinate guest tours and offer suggestions in efforts to sell the merits of the Club's facilities for the occasion being planned. - Collaborate with members to develop an optimal catering opportunity that addresses all member needs and budgetary constraints; develop cost estimates and discuss pricing options; develop contingency plans to address potential problems that may arise during the event. - Construct, coordinate and arrange catering options for a wide variety of member private events involving varying degrees of complexity including timing challenges, venue limitations (i.e. private room availability, turn-around times, capacities, etc.), special requests and logistics concerns. - Develop and draft contract terms and conditions for designated catering services; ensure member agreement through authorization/signature; create confirmation letter for member on services to be rendered. - Finalize all event details and effectively communicate with other service departments on specifications of the event; maintain communications with member to ensure satisfaction during the entire course of the event; maintain and update master event calendar on Delphi. - Collaborate with banquet service and culinary management to ensure smooth event set-up and execution; trouble shoot problems that arise. - Oversee and review all catering charges for each event; participate in the resolution of disputed bills; coordinate the receipt and processing of all deposits and payments for events according to Club policies and procedures. - Work closely with the Executive Chef and the Food & Beverage Director to determine menu & beverage offerings and pricing for private events to meet financial forecasts and budgets; coordinate the development of banquet menus annually in collaboration with the Executive Chef and the Food & Beverage Director. - Plan, organize and conduct food tasting meetings for quality control and menu planning. - Provide leadership and/or guidance to private events staff; train staff on menu options/recipes; evaluate, assign and inspect work to ensure quality standards are maintained; direct staff selection, develop and communicate staff performance evaluations and provide salary increase recommendations to the general manager. - Respond to member complaints regarding banquet food, facilities and service; use considerable judgment and initiative to resolve complex and sensitive problems; develop contingency plans and use resources to cover potential problems. - Collect and evaluate customer feedback to identify areas for improvement and to ensure the Club's catering services consistently measure up to member expectations. - Develop annual departmental revenue forecasts in collaboration with the general manager; submit monthly updated departmental sales/revenue forecasts to the general manager. - Track new products and trends in the food service and catering industry applicable to banquets at the Club, and continually develop the quality image of the Club's private and club events. - Ensure all work is performed in accordance with Institute, Club and regulatory agencies (e.g. government food and health agencies) safety/sanitation standards, practices and protocols. - Other duties as assigned by the general manager.
Basic Qualifications - Bachelor's degree with concentration in hospitality and/or marketing - 6 to 8 years management experience in a club, hotel or off-site catering operation supervising a food & beverage service staff/team. - Excellent communication skills including the ability to read, write and communicate proficiently in English. - Proven leadership skills and the ability to manage multiple assignments and projects and provide effective leadership and direction to staff. - Ability to present information in one-on-one and small group situations to members, clients and employees. - Strong sales skills, including suggestive selling and cold calling. - Ability to problem solve and mediate effectively with a diverse member-base. - Excellent customer service and public relations skills are essential for success. - Must be proficient in Microsoft 2013 Office Suite (or newer), and web browsing. - Ability to work a flexible schedule to include nights, weekends and holidays based on the needs of the Club. - Must be able to reach, bend, stoop, kneel or crouch, stand, regularly lift and/or move 15 pounds, occasionally lift and/or move up to 20-30 pounds. - Must be able to stand and sit for prolonged periods of time. - Specific vision abilities required by this job include close vision and distance vision.
Preferred Qualifications - Knowledge of Delphi preferred.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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