Events Administrator

The Jefferson Hotel, located in Richmond, Virginia, is an iconic luxury hotel renowned for its timeless elegance, refined hospitality, and exceptional service standards. Established over a century ago, The Jefferson has become a symbol of gracious hospitality and sophisticated experiences, welcoming discerning guests from around the world. The hotel boasts beautifully designed accommodations, exquisite dining options, and meticulously curated event spaces that serve as the perfect backdrop for a variety of gatherings, from intimate celebrations to grand affairs. As a distinguished member of Richmond's hospitality landscape, The Jefferson is committed to maintaining the highest standards of service, luxury, and attention to detail in every interaction with guests and clients.

The Jefferson Hotel is currently seeking a detail-oriented Events Administrator who plays a vital role in delivering exceptional, refined event experiences that reflect the hotel's commitment to gracious service, precision, and timeless hospitality. This position provides high-level administrative and operational support to the Catering & Events team while serving as a professional point of contact for discerning clients, internal departments, and external partners. The ideal candidate is detail-driven, service-oriented, polished in communication, and thrives in a fast-paced luxury environment where excellence is the standard.

As an Events Administrator at The Jefferson Hotel, you will be responsible for managing a wide array of tasks that ensure seamless event coordination and execution. This includes serving as an ongoing point of contact for catering and event inquiries, preparing and distributing proposals, contracts, menus, Banquet Event Orders (BEOs), and confirmation materials with exceptional accuracy and presentation. You will support Catering Sales Managers with follow-up correspondence, booking documentation, and conversion of tentative business while maintaining detailed client profiles and event histories.

Your role also involves coordinating event details with multiple internal departments such as Culinary, Banquet Operations, Audiovisual, Housekeeping, Engineering, Front Office, and Accounting teams to guarantee flawless event execution. You will track guarantees, dietary requirements, VIP notes, and special arrangements, assist with site inspections, tastings, pre-event meetings, and provide onsite administrative support during major events.

Additionally, you will be responsible for processing deposits, contracts, billing authorizations, and post-event invoices while assisting with revenue tracking, event reconciliation, and compiling weekly business pace reports and departmental summaries. Maintaining confidential client and financial records with discretion is paramount.

The ideal candidate will uphold The Jefferson Hotel's luxury brand standards in all written correspondence, documentation, and client interactions. You will help organize sales materials, presentations, and marketing collateral while maintaining an organized, professional office environment that reflects the property's prestigious image. Support for the Catering & Events leadership team with general administrative tasks is also part of your essential duties.

This role requires exceptional organizational skills, highly polished verbal and written communication, and the ability to manage multiple priorities with composure and discretion. Experience in hospitality administration, catering, events, or hotel sales support is essential, with a preference for candidates who have worked in luxury hotels, fine dining, or upscale event environments. Proficiency in Microsoft Office and familiarity with hotel sales and catering systems such as Delphi, Amadeus, Opera, Salesforce, TripleSeat, or similar platforms are highly desirable.

Working at The Jefferson Hotel offers an opportunity to be part of a team dedicated to excellence, precision, and genuine hospitality. Benefits include employee meals, complimentary parking, and considerable opportunities for career growth within one of Richmond's most distinguished luxury hotels. Join us as an Events Administrator and help create memorable and impeccable experiences through service and thoughtful attention to detail.