Administrative Assistant, Events - Corporate Los Angeles

Tao Group Hospitality offers competitive benefits for all full-time team members such as:

• Medical, Dental, and Vision Coverage
• 401(k) Retirement Program with Employer Match
• Life and Disability Insurance Plans
• Ancillary Insurance Plans
• Mental Health Support and Services
• Fertility & Family Forming Support and Resources
• Pet Insurance
• Employee Discounts
• Time off and much more!

The Administrative Assistant, Events role works in support of the events team to ensure all events are running in an efficient and effective manner. This includes onsite execution, administrative office work and team communication.

ESSENTIAL FUNCTIONS OF THE POSITION INCLUDE, BUT ARE NOT LIMITED TO:

• Maintain professional appearance standards as directed in the Tao Group Hospitality Employee Handbook.
• Enters daily event closeouts, reporting, Tripleseat upkeep and ensures all event collateral is most up to date.
• Manages correspondence to Dream, Relevant and PR teams with necessary information for upcoming events.
• Attends and prepares event packets for weekly BEO meetings ensuring all information distributed is accurate.
• Secures all event invoices and guarantees payment. Works closely with accounting to ensure all payments have been made and is reflected on event contracts.
• Assists sales team and organizes calendar invites for site visits, tastings, and any necessary client meetings when needed.
• Assists with event load-ins/outs according to each venue’s standard operating procedures. Reports all breakage, damage of equipment or furniture immediately to onsite management.
• Maintain and organize event collateral: Production Packets, Preferred Vendor List, Contact List & Tripleseat Updates
• Continue to source new vendors for production elements and always ensure we are receiving the best price quote possible.
• Inquires for all permits necessary for event operations. Including but not limited to: LAPD, Fire Marshall & City Hall.
• Assists with all internal production: Floor Plans, Measurements, Sourcing and Creating Décor, Onsite Setup, Pickup and drop off event rentals.
• Attends all day-of pre-shifts.
• Maintains clean and organized storage facility, while keeping accurate inventory counts of all event supplies.
• Portrays a positive and professional attitude. Demonstrates knowledge of Tao Group Hospitality with clients and supporting partners (Dream hotel, Mani Bros, etc.)
• Exhibit gracious hospitality and provide help and support to all fellow team members.
• Assist and/ or complete additional tasks as assigned

EDUCATION/WORKING KNOWLEDGE:

• Effectively communicates in English, in both written and verbal forms. 
• Basic knowledge of computer software to include Outlook, MS Word, Excel, OneNote, and PowerPoint as well as office equipment, i.e., telephone, copier, fax machine. 
• Excellent customer service skills and interpersonal skills to effectively communicate with all business contacts. 
• Polished appearance and demeanor. 
• Ability to obtain and maintain full knowledge and understanding of company and department rules and regulations, policies, and procedures. 
• Solid written and verbal communication skills 
• Strong computer skills a must (Outlook, Excel, Word, general databases)
• Emphasis in math skills for accounting assistance
• Experience in database organization
• Basic understanding of legal contract language 
• High School Diploma Required or equivalent and or equivalent combination of education and experience in a related field
• 21+ years of age

SKILLS / PHYSICAL DEMANDS / WORK ENVIRONMENT / SCHEDULE 

The work environment characteristics and/or physical demands described here are representative of those a Team Member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions

• Must have problem-solving skills
• Excellent written and verbal communication skills 
• Ability to work under pressure and meet deadlines
• Must have good positive energy throughout the day
• Must be able to read the computer monitors and print legibly
• Must be able to sit and/or stand for extended periods of time
• Must be able to move quickly through work and set the pace in the office
• Must be able to push and lift up to 25 lbs.
• Small to Medium office environment
• Off