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Administrative Assistant, Private Dining and Event Sales

Ruth's Chris Steak House

Position Summary

The Administrative Assistant for Private Dining and Event Sales supports the Private Dining and Event Sales Manager with daily administrative execution, guest communication, event documentation, OpenTable management, and sales follow through.

This role is primarily responsible for handling incoming phone calls, responding to private dining inquiries, maintaining Tripleseat activity, supporting OpenTable management for private event bookings, preparing and sending contracts, editing and printing banquet event orders, and organizing menus and event documents.

The right person for this role is highly detail oriented, organized, professional, and comfortable communicating with guests, managers, and internal teams. This position plays an important part in making sure private dining guests receive timely responses and that restaurant teams have accurate event details before execution.

Primary Responsibilities

• Answer incoming calls related to private dining, events, large parties, and general restaurant inquiries.
• Respond to new private dining inquiries in Tripleseat in a timely and professional manner.
• Enter, update, and maintain event details in Tripleseat, including guest information, event dates, menus, room setup, guest count, timing, notes, and special requests.
• Support OpenTable management for private event bookings, large party reservations, room blocks, special event holds, and reservation notes.
• Ensure private dining bookings are accurately reflected in OpenTable and Tripleseat so the restaurant team has clear visibility into upcoming events.
• Prepare, detail, and email contracts to guests as directed by the Private Dining and Event Sales Manager.
• Track contract status, deposits, guest follow up, and missing event details.
• Edit, organize, print, and distribute banquet event orders for upcoming events.
• Assist with printing and organizing private dining menus, place cards, signage, and event materials as needed.
• Maintain clear communication with the Private Dining and Event Sales Manager, General Manager, Chef, and management team regarding event changes and upcoming needs.
• Support follow up communication with guests to collect menu selections, timing details, final guest counts, billing information, and special requests.
• Keep event files organized and accurate so the restaurant team has the correct information for service.
• Assist with daily and weekly private dining administrative tasks, including event calendars, inquiry tracking, contract tracking, OpenTable accuracy, and upcoming event preparation.
• Provide support during busy sales periods, holidays, and high volume event weeks.

Guest Communication Expectations

• Communicate with guests in a polished, warm, and professional manner that reflects the Ruth's Chris brand.
• Respond to inquiries with urgency and accuracy.
• Ask clear questions to collect the information needed to move the event forward.
• Ensure guests feel confident that their event details are being handled with care.
• Escalate guest concerns, special requests, pricing questions, contract questions, or reservation conflicts to the Private Dining and Event Sales Manager when needed.

Qualifications

• Prior administrative, restaurant, hospitality, hotel, catering, or event support experience preferred.
• Experience with Tripleseat, OpenTable, or another event management platform preferred.
• Strong phone etiquette and written communication skills.
• Highly detail oriented with strong organizational skills.
• Ability to manage multiple tasks, deadlines, and event details at the same time.
• Comfortable using email, Microsoft Office, printers, PDFs, reservation systems, and basic computer systems.
• Ability to work with confidential guest information, contracts, pricing, and event details.
• Professional, dependable, and able to follow through without constant direction.

Key Traits for Success

• Highly detail oriented.
• Organized and accurate.
• Strong sense of urgency.
• Professional and guest first communication.
• Comfortable with repetitive administrative tasks.
• Able to stay calm during busy periods.
• Strong follow through.
• Willing to ask questions when details are unclear.
• Team oriented and supportive of restaurant operations.

Reporting Structure

• This position reports directly to the Private Dining and Event Sales Manager.
• The role will also work closely with the General Manager, Chef, Service Managers, and other restaurant leaders to support accurate event execution.

Schedule Expectations

Schedule may vary based on business needs, event volume, inquiry volume, and holiday periods.

Some evenings, weekends, or holiday support may be needed depending on event activity and restaurant needs.

Role Purpose

The purpose of this position is to create more time for the Private Dining and Event Sales Manager to focus on prospecting, selling, guest relationships, and booked business, while ensuring the administrative side of private dining is accurate, timely, and organized. This includes making sure Tripleseat, OpenTable, contracts, banquet event orders, menus, and guest communication are all kept current and detailed.

Work schedule

• 8 hour shift

Benefits

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