Event Planning Administrator - SEC

Event Planning Administrator – SEC

Salary £28,500 per annum

Overview

At Levy, we\’re proud to be the official catering partner for The Scottish Event Campus. We pride ourselves on providing an exceptional customer experience for every visitor to the venue. The campus comprises of the SSE Hydro, the SEC Armadillo and the SEC Centre. The company enjoys an enviable reputation as one of Europe\\\’s most prestigious venues with the SSE Hydro consistently ranked in the top 3 busiest venues in the world by attracting over 1.1 million visitors each year.

Role Purpose

The overall purpose of the Event Planning Administrator is to provide comprehensive support for conference and event catering services through a variety of administrative, design, and planning tasks. Key responsibilities include creating menu guides, allergen QR codes, designing menus on Canva, managing internal portal orders, managing the planning team shared mailboxes and maintaining backend updates for stand catering. The role also involves processing payments, handling weekly billing, and assisting with pricing spec sheets. Additionally, this position supports the planning team with catering sheets, final event paperwork, and the planning of small-scale and internal events.

Key Responsibilities

• Menu Management: create menu guides and QR codes for conferences and events; design visually appealing menus using Canva, ensuring accuracy and creativity; design tent cards required for each event.
• Internal Portal Management: Manage orders and additional requests through the internal portal; maintain and update the backend of the stand catering/internal portal/CRM, including pricing, images, and other relevant details.
• Payment and Billing Processing: Process payments through the backend of the stand catering and internal portal systems; handle weekly billing tasks, including internal billing, stand catering, and credit card logs; request and follow up on payments from clients and stakeholders.
• Pricing and Spec Sheets: Assist with the preparation, updating, and maintenance of pricing spec sheets for stand catering, internal portal, drink packages, and other related services.
• Planning Support: Support the planning team with catering sheets and final event paperwork; assist with printing BEOs (Banquet Event Orders), menus, place cards, and other necessary documentation for events.
• Event Planning and Assistance: Lead planner of small-scale events and internal events; work closely with the kitchen department to ensure all catering needs are met for events.
• Customer Service and Communication: Provide excellent customer service by promptly addressing and following up on client requests and inquiries; communicate effectively with culinary teams, planning departments, and clients to ensure seamless event execution.
• Miscellaneous Duties: Perform other related administrative and support tasks as required to ensure the smooth operation of the catering and events department at the SEC.

Person Specification

Educational Background

• Bachelor\\\’s degree in hospitality management, Event Planning, Business Administration, or a related field is valued.

Experience

• Minimum of 2-3 years of experience in event planning, catering coordination, or a similar administrative role.
• Proven experience working with design platforms such as Canva for creating menus and promotional materials.
• Familiarity with managing backend systems and processing payments for catering services.

Technical Skills

• Proficiency in using design software, particularly Canva.
• Strong skills in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Experience with internal portal systems for managing orders and updates.

Administrative Skills

• Exceptional organisational skills with the ability to handle multiple tasks simultaneously.
• Strong attention to detail, ensuring accuracy in menu guides, pricing spec sheets, and billing processes.
• Ability to maintain and update backend systems efficiently.

Communication and Interpersonal Skills

• Excellent written and verbal communication skills for collaborating with culinary teams, planning departments, and clients.
• Strong customer service orientation with the ability to follow up on payments and requests promptly.

Event Planning Skills

• Experience in planning small-scale events.
• Ability to assist the planning team with final event paperwork, including BEOs, menus, and place cards.

Collaboration

• Proven ability to work closely with kitchen departments and other stakeholders to ensure seamless event execution.
• Team player with a proactive approach to problem-solving and support.

Personal Attributes

• Creative and innovative mindset for designing appealing menus and event materials.
• Adaptable and flexible, able to thrive in a fast-paced and changing environment.
• Highly motivated and self-driven with a commitment to excellence in all tasks.
• A real Foodie at heart.