Full Time Catering Specialist

ArtsQuest Bethlehem, PA $35000.00 to $40000.00 per year

Full-Time Catering Specialist


Arts Quest Values Diversity, Equity, Inclusion and Belonging


Our employees are the most valuable assets we have. The collective sum of the individual differences, life experiences, knowledge, inventiveness, innovation, self-expression, unique capabilities, and talent that our employees invest in their work represents a significant part of not only our culture, but our reputation and the organization’s achievement as well.


At ArtsQuest a diverse, inclusive, and equitable workplace is one where all employees feel valued and respected whatever their age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, and/or veteran status. We embrace and encourage our employees’ characteristics that make them unique, because we value and appreciate diverse life experiences.  


Reports to:           Catering Director


Position Overview:


The Catering Specialist will focus on developing new clients and contributing to the growth of the organization, ArtsQuest venues & festivals, by identifying and pursuing new revenue sources, and supporting all areas of the ArtsQuest Hospitality Department to ensure an exceptional guest experience.  Work pro-actively to generate leads, oversee site inspections from introductions to closing the sale and executing the event.    


Essential Functions:

  • Assist in oversight of all aspects of hospitality events, food service and operations at ArtsQuest venues and festivals, proactively anticipating and exceeding client needs through effective decision making.
  • Respond to inbound inquiries from web, emails, and phone – provide general information, check available dates, gather information, and set up site inspections for hospitality teams.
  • Conduct research and make outbound calls to uncover new sources of revenue from corporate groups, non-profits, schools/universities, churches, historical societies, and other groups/organizations and make; work with Vice President of Hospitality and Catering Director to identify prospective clients; this will be a combination of monthly outbound phone calls and possible yearly sales blitzes.     
  • Coordinate and oversee site inspections and coordinate details of private events; communicate with all internal and external stakeholders, customers, and clients of ArtsQuest events, as necessary.
  • Work with Food and Beverage partner to plan and execute all private event catering needs. 
  • Coordinate details for all events – from completion of intake paperwork documenting clients’ specifications, to finalizing details, assisting with loading and unloading client materials and items, acting as onsite contact and customer liaison on the day of all private events.
  • Manage and maintain accurate financial paperwork for events, proper accounting and coding, invoices, spreadsheet updates, client files and contracts; create and maintain spreadsheets for current year and future year forecasts, analyze the potential for expense control and increased revenue opportunities; proactively take steps to achieve departmental and organizational goals.
  • Create, maintain, and manage file system for all information associated with festivals and events.
  • Create and update BEO’s for hospitality team to review and present to clients as confirmation of their requests.
  • Coordinate with the Vice President of Hospitality and Catering Director and other teams at ArtsQuest, such as Operations, Marketing, Advancement, Sponsorship, Membership, Performing Arts, Production and Visual Arts to develop successful events for all guests at all venues and festivals.
  • Assist in maintaining and updating the ArtsQuest events calendar system in RESERVE.
  • Work with the Marketing team to update the hospitality website with new media, pictures, menus, and information as needed.

Establish, maintain, and grow relationships with other venues, hotels and restaurants that host events, with community business groups and/or chamber committees.

  • Assist hospitality team with any other duties, as necessary. 


Knowledge, Skills and Abilities Required:

  • Bachelor’s Degree in Tourism and Hospitality Management, Recreation/Parks and Tourism Management or other relevant field a must.
  • At least 1-year work experience in a similar field (hotel, restaurant, performing arts center, catering, etc.).
  • Must be very self motivated, energetic, organized, and flexible. 
  • Must be an excellent manager of time and priorities. 
  • Excellent interpersonal skills and the ability to work with guests, clients, and other team members to exceed customer expectations and build life-long relationships.
  • Ability to take and give direction in a clear and concise manner.
  • Ability to work independently and in a team setting.
  • Must be able to process information quickly and stay organized.
  • Exceptional problem-solving abilities; process-oriented – confident in decision making skills.
  • Proficiency with Microsoft Office Suite; Word, Excel, Power Point, Outlook; Raiser’s Edge and Financial Edge experience a plus.
  • Ability to work flexible hours including evenings, weekends, and holidays, when necessary.
  • Ability to work long hours when needed will be required to meet objectives and goals of the hospitality department and organization.
  • Must be willing to do what it takes to get the job done!
  • Reliable personal vehicle and driver’s license to enable travel between our facilities and events. 
  • Ability to work both indoors and outdoors as needed.


The following qualities are desirable, but are not required:

  • A passion for the arts, music, and cultural programs.
  • Previous Hospitality support and lead generation a plus!
  • Experience working in a non-profit environment.


Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to communicate, either verbally and/or in writing. The employee frequently is required to sit, stand, walk; use hands to finger, handle or feel; and reach with hands and arms;
see, hear, listen, and communicate, verbally and in writing; use of phone, computer, keyboard, and mouse.  The employee frequently is required to lift, push, and pull up to 25 pounds frequently, up to 50 pounds occasionally, with or without reasonable accommodation.


Employee is frequently required to travel between our facilities, all within 1 mile of one another using reliable transportation as well as to meet with other staff, clients, and vendors.  Employee may be frequently required to travel offsite for business meetings as needed.


Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.



Work Culture:

ArtsQuest has a culture of CARES; Creativity, Adaptability, Risk Taking, Evaluation and Sustainability; To be successful at ArtsQuest you must be willing and able to take ownership, and make significant contributions to the success of the organization:

  • We value a collaborative work style as well as the ability to work cross-functionally.
  • We not only work in an office environment in close vicinity with other staff members, across multiple buildings, we also work outdoors in all types of weather during festivals and events.
  • We sometimes work long and unusual hours, including some evenings, weekends and holidays.


Salary and Benefits:

A salary range has been established and will be discussed with qualified candidates. Salary will be commensurate with experience. Benefits include medical, dental, vision, term life, accidental death and dismemberment and long-term disability insurance, as well as a 403(b)-retirement savings plan. We offer a generous paid time off policy as well as discounts on select organization programs and events.


FLSA Status: Exempt

ArtsQuest is an Equal Opportunity Employer

ArtsQuest is an EEO employer - M/F/Vets/Disabled
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