Assistant Event Manager

JOB SUMMARY

The Bear’s Smokehouse Events Department manages public and private events on behalf of the company. The department oversees all pickups and deliveries as well as in-house events, off-site catering, and food trucks along with several off-site venues that serve Bear’s BBQ to their patrons. The Assistant Event Manager position is a fast-paced, multifaceted position. The individual in this role will perform a range of office activities for the Bear’s Smokehouse department, such as scheduling and staff management, event coordination, client consultations, email marketing and sales calls, and other routine office tasks. The Assistant Event Manager will work directly with the Director of Events, Event Manager as well as General Managers at each of the Bear’s locations.

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PRIMARY RESPONSIBILITIES

• Oversee management and administrative teams within the department, ensuring alignment with company goals.
• Assist with recruiting, training, and holding staff accountable to company policies, specifically food safety standards, and cleanliness protocols.
• Ensure compliance with all federal, state and local health standards and regulations.
• Maintain operational platforms, such as Caterzen, Toast, and Connecteam, R365, for optimal efficiency.
• Perform hands-on supervision during peak business seasons and holidays.
• Ensures daily orders are accurately input into POS, handle money, make change, and process credit card transactions, when applicable
• Answers telephones, takes messages, and provides general information about Bear’s Smokehouse catering services; answers routine catering inquiries and develops menus and quotes based on customer’s needs; maintains and monitors a log of inquiries.
• Establishes strong relationship with venues and vendors in which the company partners
• Develop BEOs for events to ensure staff are prepared with all necessary information
• Attend weekly manager meetings
• Attend weekly events department meetings
• Assist in the timely and accurate submission of required event applications and fees including health applications and off-site liquor notifications
• Responsible for documenting and communicating staff referrals.
• Build brand loyalty by nurturing relationships with current customers.
• Always seek to improve food presentation & process.
• Directly communicate and interact with guests in a friendly manner, at respective volume & handle crowds and put guests at ease
• Communicate with other team members to ensure order accuracy
• May run various routine errands, as required, for the department such as orders or supplies to Bear’s locations.
• Provide on-site management for events and expositions including:
• Developing all Project Timelines and assigning tasks to other staff/involved parties, holding update meetings and tracking tasks for completion and successful execution.
• Coordinating all special requests for style of service, smallwares, linens, decor.
• Marketing materials and social media/online promotions
• Serving as point of contact for sampling event coordinators.
• Communicating logistics to staff as required.
• Personally working large scale events as the onsite coordinator

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OTHER RESPONSIBILITIES

• Adhere to and continuously update the event department’s operational calendar to ensure completion of all required tasks in accordance with company deadlines.
• Assist in documenting all workflows, processes, and procedures related to the position and/or department, ensuring they are maintained in the company's operations manual, and continuously update them as changes occur.

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WORK SCHEDULE

This role’s schedule is determined by the needs of the business and is adjusted weekly to accommodate upcoming events requiring the position’s presence. On non-event days, the role typically follows standard weekday office hours. The position averages 35-45 hours per week, depending on workload. Flexibility is essential, as evening, weekend, and holiday availability will be required to work or attend events, meet with staff, complete projects and/or meet deadlines, and address urgent operational matters, sometimes on short notice. Emergency coverage of staff and adjusting schedule to meet last minute needs or unforeseen circumstances is required. This position must also be flexible to field calls during off-shift hours from staff and department managers in need of immediate guidance or decisions. Additionally, the role involves participation in large company events outside of regular office hours, contributing to "all hands on deck" efforts to ensure successful execution. Occasional travel required.

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SKILLS REQUIRED

• 3 years experience in event planning, sales, and marketing.
• Prior experience, preferably at the management level, in a food truck or stadium concession environment (if applicable).
• Strong knowledge of federal, state, and local health laws and regulations. (if applicable)
• Excellent communication and interpersonal skills, with the ability to foster strong relationships with employees and managers at all levels.
• Proven ability to train, develop, and supervise staff, and collaborate with other managers to ensure smooth daily operations.
• Demonstrated ability to handle confidential information with the highest level of discretion and professionalism.
• Strong analytical and problem-solving skills, with attention to detail and accuracy and the ability to address issues effectively and efficiently.
• Proficient in computer skills, with a demonstrated ability to learn new software applications quickly.
• Ability to work independently, prioritize multiple tasks, and thrive in a fast-paced, dynamic environment.
• Proficiency in accounting software, POS systems, and data analysis tools.
• Advanced knowledge of Microsoft Excel and other data management tools.
• Excellent organizational and time management skills, with the ability to prioritize multiple tasks.
• Exceptional verbal and written communication skills.

Management Skills

• Ability to lead, train, and motivate diverse teams to achieve departmental and company goals.
• Strong decision-making and problem-solving skills to address challenges and implement effective solutions.
• Capacity to delegate tasks effectively while maintaining accountability for outcomes.
• Experience in performance evaluation and providing constructive feedback to team members.
• Ability to foster a positive and collaborative work environment, promoting teamwork and employee engagement.
• Skilled in conflict resolution and handling personnel issues with professionalism and discretion.

Communication Skills

• Excellent verbal and written communication skills to effectively convey messages and engage with diverse audiences.
• Active listening skills to understand the needs and feedback of community members and stakeholders.

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CERTIFICATIONS/TRAINING REQUIRED

• Successful completion of company training program, including mandatory sexual harassment training within 8 weeks of start date.
• ServSafe certification - must have or obtain within 8 weeks of start date and maintain certification throughout the course of employment.
• TIPS alcohol certification - must have or obtain within 8 weeks of start date and maintain certification throughout the course of employment.

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DRIVING REQUIRED

• Valid driver’s license and reliable transportation to attend off-site meetings and drive company vehicles as needed.
• Proof of personal insurance that meets company requirements.
• Clear motor vehicle record (MVR) check.
• Comply with company policies regarding safe driving practices and maintain a clean driving record throughout the duration of employment.
• Ability to safely operate company vehicles, including large vans, box trucks, food trucks, and combination truck/trailer units.

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PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk and working on a computer.
• Frequent use of hands and fingers for typing, handling documents, and preparing event materials.
• Strong visual acuity for reading and analyzing data on computer screens, event layouts, or printed documents.
• Ability to stand, walk, and remain on your feet for extended periods (up to 8 hours) during events.
• Capacity to perform repetitive tasks, such as serving food and beverages or clearing tables, throughout the shift.
• Ability to lift, carry, and transport items weighing up to 50 pounds, such as food, trays, tables, chairs, and other catering equipment.
• Comfortable maneuvering and carrying heavy trays of food and beverages safely.
• Frequent bending, stooping, and reaching to set up and clear tables, arrange event spaces, and access supplies or equipment.
• Strong hand-eye coordination for carrying trays, and serving guests efficiently and safely.
• Ability to navigate crowded or confined spaces quickly and efficiently without disrupting guests or the event flow.
• Comfortable working indoors or outdoors in various weather conditions, depending on the event location.
• Ability to adapt to fluctuating temperatures in kitchens, serving areas, or outdoor venues.
• Ability to maintain clear and professional communication while performing physical tasks, ensuring guest needs are met promptly.
• Sharp hearing acuity to communicate and respond effectively in loud environments with significant background noise, typical of restaurant and event settings.
• Sharp hearing acuity to communicate and respond effectively in loud environments with significant background noise, typical of restaurant and event settings.
• Withstand exposure to possible food allergens including but not limited to; meats, fish, nuts, dairy, and oils.
• Withstand exposure to and work with cleaning chemicals.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by the

individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of individuals in this position. This position description is subject to change by the Company as the needs and requirements of the position change.

Job Type: Full-time

Pay: $27.00 - $28.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 10 hour shift
• 8 hour shift
• Day shift
• Evening shift

People with a criminal record are encouraged to apply

Work Location: On the road

Salary : $27 - $28