Catering Coordinator assisting in the coordination of special events for Forty Acres Catering at UT Austin. Working with catering leadership and culinary teams to ensure excellent customer service and event execution.
About the role
- Events Executive supporting day-to-day operations and coordination for corporate events. Collaborating with team to facilitate event management from planning to on-site delivery.
Responsibilities
- Manage day-to-day admin for the events team, keeping spreadsheets, briefs and documents organised and accurate.
- Handle finance processes, including raising purchase orders, processing invoices and support in maintaining event budgets.
- Support the creation of event materials including judging packs, scripts, table plans and running orders.
- Coordinate guest communications, from sending invitations and tracking RSVPs to managing guest lists.
- Liaise with suppliers and venues to confirm details and keep everything on schedule.
- Play an active role in our entry and nomination drives for awards events.
- Track entries and nominations, ensuring records are up to date and data is well managed.
- Support the Event Manager in creating engaging campaigns and touchpoints to drive entries including email, social media, and call activity.
- Contribute creative ideas for promoting categories, showcasing success stories, and celebrating finalists.
- Help identify potential entrants or case studies through research and outreach.
- Schedule and post event-related social media content in line with campaign plans.
- Help gather photography, testimonials and post-event highlights for reports and marketing use.
- Assist with proofing and copy support for event websites, programmes and collateral.
- Attend live events to help with registration, guest liaison, backstage coordination and general event delivery.
- Act as a calm and reliable point of contact for guests, suppliers and internal teams on the day.
- Shadow Event Managers to understand how we shape and produce our events.
- Learn the full commercial cycle of events, from concept to delivery.
- Take part in structured development to build your skills towards becoming an Event Manager.
Requirements
- Excellent organisation and attention to detail. You love lists, structure and making things happen.
- Strong written and verbal communication skills.
- Confidence working with Microsoft Applications, with a strong proficiency in Excel, Outlook, PowerPoint and Word.
- A proactive, can-do approach with the ability to juggle multiple priorities calmly.
- Enthusiasm for events, creativity and a genuine desire to grow.
- Flexibility to work evenings for event delivery (with time off in lieu).
- Some previous experience in event support, event administration, event marketing or event hospitality but attitude and ambition matter most.
Benefits
- Be part of a friendly, supportive team that values initiative and collaboration.
- Work on high-profile Scottish events that make an impact.
- Develop hands-on experience across all areas of event delivery.
- Learn directly from experienced Event Managers and an Events Director who will invest in your growth.
- Genuine opportunity to progress into an Event Manager role as the team expands.
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