sales administrative assistant

Sales Administrative Assistant Needed – Urban Affair NYC

We’re looking for a self-motivated, detail-oriented individual to join the Sales Team at Urban Affair NYC. If you thrive in fast-paced environments, are obsessed with execution, and enjoy working with a diverse team of professionals, this role is for you.

The Sales Administrative Assistant supports the Sales Director in planning and managing off-premise catering events. You’ll work closely with both the Sales and Operations teams to ensure every event reflects Urban Affair NYC’s high standards. This includes managing menus, rentals, staffing, internal communications, and event logistics from start to finish.

You’ll play a key role in organizing timelines, coordinating with clients, and making sure every detail is in place to deliver seamless, memorable experiences.

Philosophy & Culture

• We achieve shared goals through collaboration and team spirit
• We maintain a positive, respectful, and professional environment for our team and partners

Responsibilities

• Respond to and qualify all incoming leads by phone and email
• Support the Sales Director in preparing quotes and event orders
• Manage and update company-wide event calendars
• Maintain CRM and catering systems (leads, documents, guest lists, materials)
• Coordinate tastings and gather client feedback
• Help uphold service and hospitality standards across events
• Organize internal communications and production schedules
• Oversee timely ordering for food, beverages, staffing, and rentals
• Prepare post-event summaries and log feedback
• Support day-of event challenges and real-time troubleshooting
• Lead site visits and walkthroughs when needed
• Assist with client communications before and during events
• Compile and send event-related documentation

Essential Functions

• Strong ability to work independently and as part of a team
• Excellent communication skills—both verbal and written
• Ability to manage and train staff to uphold Urban Affair NYC standards
• Highly organized and capable of managing end-to-end project timelines
• Goal-oriented team player who lifts others up
• Comfortable in high-pressure, fast-paced situations
• Self-directed with a focus on accuracy and follow-through
• Able to handle multiple priorities and deadlines
• Flexible schedule including nights, weekends, and holidays

Experience & Qualifications

• Minimum 1 year in event coordination, catering, or account management
• Degree or certification in hospitality or event planning preferred
• Familiar with CRMs, Microsoft Office, Excel, and catering systems
• Understanding of off-premise logistics and event flow
• Basic knowledge of food, beverage, beer, wine, and spirits
• Hands-on experience in service roles like bussing, food passing, expediting, and bartending

To view open roles, please visit our Available Careers page.

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