Senior Event Producer at SF Catering Company

Job Description for Senior Event Producer

FSLA: Salaried, exempt employee

Directly Reports to:

Head of Production

Secondary Reports to:

VP Operations and Company Partners

General Summary:

The Senior Event Producer is responsible for planning, organizing, executing, and overseeing catered events to ensure successful execution and client satisfaction. This role requires excellent project management, logistics planning, communication, organizational skills, and a strong knowledge of food and beverage services. The Senior Event Producer collaborates with clients, vendors, and internal teams to deliver seamless and memorable experiences, ensuring all events are completed efficiently, on time, within budget, and to Company standards. Creativity and innovation are essential to bringing unique visions to life.

 Essential Functions, Duties & Responsibilities:

Proposals

• Collaborate with Account Managers and Proposal writers to create unique catering and event proposals for clients

• Create and update proposals based on client and event needs

• Make revisions and updates to proposals based on client and event needs

Client Management

• Collaborate with clients to determine event requirements, goals, and budgets.

• Conduct site visits and provide expert advice on venue layouts, décor, and service options.

• Maintain strong client relationships to encourage repeat business and referrals.

• Prepare client contracts and track event payments

• Produce and attend tastings, site visits/walkthroughs

Event Planning and Production

• Develop comprehensive event plans, timelines, floor plans, and budgets.

• Work closely with chefs, bartenders, and service staff to produce events

• Coordinate with vendors for rentals, entertainment, floral arrangements, and other event elements.

• Ensure compliance with health, safety, and permit licensing regulations.

• Work with the company Event Designer on event vision and look

• Create final “packout” paperwork and distribute it to various departments

Production & Execution

• Oversee event setup, execution, and teardown, ensuring adherence to timelines and standards.

• Manage onsite logistics, including vendor coordination and troubleshooting.

• Ensure exceptional quality in food presentation and guest services.

• Attend events to oversee successful execution from start to finish

• Process invoices/purchase orders to ensure payments to vendors as needed

Team Coordination

• Lead production meetings to disseminate information to various departments

• Assign tasks and responsibilities to team members, ensuring clear communication and expectations.

• Train and supervise catering staff to deliver professional and courteous service.

• Act as the primary point of contact for clients and staff during the event.

Project Management 

• Works with other team members to produce, assist, and execute events

• Project team management: Lead, motivate, and coordinate the project team to achieve objectives.

• Task Assignment: Delegate tasks and responsibilities to team members based on their expertise.

• Communication: Maintain consistent and transparent communication with stakeholders and team members.

• Problem-Solving: Address any obstacles or challenges that arise during execution.

• Progress Tracking: Use tools and techniques to monitor project performance against the plan.

• Quality Assurance: Ensure the deliverables meet predefined quality standards.

• Budget Control: Monitor expenses and ensure the project stays within budget.

Performance Metrics

• Client satisfaction scores and repeat business metrics.

• Event budget adherence and profitability.

• Team performance and post-event evaluations.

• Successful implementation of innovative and creative event solutions.

Growth & Development Opportunities

• Opportunities for professional growth through mentorship, leadership training, and access to industry trends and education.

• Exposure to high-profile clients and challenging projects that build expertise and professional networks.

Post-Event Activities

• Conduct post-event evaluations with clients to gather feedback.

• Prepare final billing and reconcile expenses.

• Identify areas for improvement and implement strategies for future events.

In addition, Senior Event Producers to lead primarily on:

• Events for Global’s key clients, high-touch clients, and experienced DMC’s

• Large-scale production events

• High touch smaller events

Additional Duties and Responsibilities: 

• Consult and cooperate with Sales, Culinary, Beverage, Staffing, Warehouse, FOH/BOH and Operation Departments, from information gathering to event implementation

• Attend Sales Department and Event Producer meetings

• Maintain and update various internal databases

• Attend industry functions as needed

• Create and maintain systems to enhance efficiency in the department

• May supervise support personnel at events as needed

• In addition to the duties outlined above, occasionally, you may be asked to do things not explicitly listed in this job description. You will be expected to be a team player and help out whenever possible in those situations.

• Availability to work evenings, weekends, and holidays as needed - full-time position

• Ability to lift and transport materials (e.g., décor, tables, equipment) up to 25 lbs.

Qualifications:

• Education:

  Bachelor’s degree in Event Management, Hospitality, Culinary Arts, or related field (preferred) or equivalent professional experience.

• Experience:

  Minimum 3-5 years in catering, event production, or hospitality management.

• Physical Requirements:

  Ability to lift/transport materials up to 25 lbs. (reasonable accommodations can be made for individuals with disabilities).

• Availability:

  Evenings, weekends, and holidays as needed (full-time position).

Core Skills & Competencies:

• Strong project management and organizational abilities.

• Exceptional communication and interpersonal skills.

• Creative problem-solving and adaptability under pressure.

• Knowledge of current food, beverage, and event trends.

• Superior attention to detail.

• Strong analytical and strategic thinking capabilities.

• Natural leadership ability with a commitment to fostering team collaboration.

• Customer service excellence.

• Team player mentality with a "can-do" attitude.

• Ability to thrive in fast-paced environments.

• Proven ability to build strong internal/external relationships.

• Excellence in prioritization and multi-tasking.

Performance Metrics:

• Client satisfaction scores and repeat business metrics.

• Event budget adherence and profitability.

• Team performance and post-event evaluations.

• Successful implementation of innovative and creative event solutions.

Growth & Development Opportunities:

• Opportunities for professional growth through mentorship, leadership training, and access to industry trends and education.

• Exposure to high-profile clients and challenging projects that build expertise and professional networks.

Inclusivity Statement:

We are committed to fostering a diverse, inclusive, and equitable workplace. We welcome candidates from all backgrounds, including individuals with disabilities and those from underrepresented groups, to apply and bring unique perspectives to our team.

This job description reflects the essential functions and qualifications for the Senior Event Producer role and is not exhaustive. Responsibilities are not limited to those listed above and may evolve at the company's discretion to meet changing business needs. Responsibilities and requirements may evolve to meet the needs of the company and its clients.