For caterers and event operations teams

Virtual assistants for catering companies

Keep the event order current as the conversation changes. Your assistant tracks guest counts, gathers venue details and follows up on client decisions. KTD recruits and prepares for your catering workflow and agreed responsibilities before handoff.

Find your assistant

The kitchen needs the approved version.

A client changes the guest count, the venue sends new access instructions, and a menu question is still waiting for an answer. If those updates live in different threads, the event order can fall behind the conversation.

An assistant can gather the details and keep every requested change attached to its review status. Your chef or operations lead gets a clear packet to approve before instructions move to the event team.

The work to hand off

Carry the right details into the event order.

Organize event inquiries

Collect the requested date, location, service format and guest-count information in your intake checklist. Prepare the details your catering lead needs for the next conversation.

What you get back: An event inquiry brief with missing information flagged

Maintain client decision records

Record the proposal or menu version sent, the client's reply and outstanding questions. Keep a requested change visibly separate from an approved event detail.

What you get back: A client decision log connected to the current proposal

Follow up on counts and venue details

Request final counts and the venue information your team specifies. Record source dates, access contacts and items still awaiting confirmation.

What you get back: A venue and guest-count checklist

Prepare the event-order packet

Bring together the reviewed menu, approved count, venue instructions and open items. Distribute the released version to the people your operations lead designates.

What you get back: An event-order packet with version and approval status

Illustrative workflow

From a guest-count change to a released event order

Use one change to define how the client, catering lead and event team stay on the same version.

The client requests a change

Assistant preparesRecord the new count and the original message.

Your team decidesWhether scope, pricing or preparation needs review.

The event record is checked

Assistant preparesShow the current approved order alongside the request.

Your team decidesWhich commercial and production details must change.

The lead approves

Assistant preparesPrepare the revision and track the required confirmations.

Your team decidesMenu, count, charges and operational instructions.

The order is released

Assistant preparesDistribute the approved version and record acknowledgment.

Your team decidesReadiness to proceed and any remaining exception.

Illustrative example — not a client record

A guest-count change awaiting event-order approval

Keep the requested count and approved count distinct until your catering lead reviews the change.

Event reference: Example entryCT-023; company reception at Venue A.; What to provide or checkConnect the change to its event file.
Current order: Example entryEvent order v2 records 120 guests.; What to provide or checkIdentify the approved starting point.
Client request: Example entryClient asks to increase the count to 128.; What to provide or checkCapture the requested change.
Review state: Example entryCatering lead is reviewing the count and any revised terms; v2 remains current.; What to provide or checkKeep the request separate from production instructions.
Next action: Example entryAssistant records the decision and distributes v3 only after the lead releases it.; What to provide or checkIdentify the approval needed for a new working version.

Ready to hand over when: The catering lead can compare the requested and approved counts, locate the client's message and see which event-order version the team should use.

Download the blank template (CSV)

No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.

Shape the role around the workload

Do overlapping events create recurring coordination work?

A useful fit when

Client decisions, guest counts and venue details need regular follow-up across active events.
A catering lead can approve changes and release the event order.

Discuss the setup first

You need someone to make food, production or on-site service decisions.
The role would cover only one isolated event without a broader recurring workload.

Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.

Your catering team approves the event details.

The assistant keeps inputs and decisions organized. Food and production judgment stays with the people responsible for the service.

Menu suitability, allergen statements and food-safety decisions remain with qualified catering staff.
Your team approves pricing, guest-count changes, purchases and service commitments.
The chef or operations lead authorizes the event order and on-site instructions.

Bring an event order that changed late.

01Your inquiry form, proposal stages and event-order template.
02Count deadlines and the venue details your team requires.
03Document and scheduling tools plus required experience.
04Client messaging rules, hours and approval contacts.

Recruit. Prepare. Hand over.

Recruited for you. Trained for your industry.

First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.

We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.

Choose the support behind your hire.

Managed assistant

A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.

Explore managed support

Direct hire

We recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.

Explore direct hiring

The examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.

Before you bring someone on

Can an assistant follow up on final guest counts?: Yes. They can request the count according to your schedule, record the reply and flag changes from the current order. Your team decides the effect on pricing and production.
Can they coordinate with the venue?: They can collect the access, timing and contact details your checklist requires. Your operations lead evaluates those arrangements and approves the event instructions.
Can they answer menu or allergy questions?: They can pass on information your qualified team has explicitly approved and collect questions for review. Menu suitability, substitutions and allergen assurances require the responsible catering professional.
How is the assistant prepared for catering work?: KTD recruits and prepares for the niche and agreed responsibilities before handoff. We discuss your event cycle, systems, skills, hours and preparation time during matching, including the way changes are approved.
What are the hiring options?: Managed support provides a dedicated, full-time assistant with ongoing KTD support for a monthly fee. Direct hire covers recruitment and training for a placement fee before you hire into your team. Scope, hours and terms are agreed first.

Give your event team one current set of details.

Show us where client changes and venue information stop reaching the event order. We will build the assistant's role around that handoff.

Find your assistant

A different kind of business?

Explore other ways to organize the work around your team.

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