What are the responsibilities and job description for the Administrative Assistant position at Heirloom Fire?
Administrative Assistant
About Heirloom Fire
Heirloom Fire is an immersive culinary event company rooted in the Berkshire Hills of Massachusetts. We craft fire-fueled dining experiences inspired by the land, the season, and the stories we tell through food. Our mission is to create unforgettable moments that connect people to places through sustainable practices, open-fire cooking, and a deep reverence for community, craft, and nature. Collaborating with farmers, foragers, artisans, and clients, we bring to life meaningful, values-driven events that celebrate the richness of our surroundings.
Job Summary
We are seeking a skilled and self-driven Administrative Assistant to join our team year-round. This is a part-time position with the potential for growth into a larger role. It’s ideal for a highly organized, task-oriented individual who thrives in a fast-paced, creative environment. You’ll be integral to our event process — managing communications, coordinating logistics, and supporting our team behind the scenes.
Key Responsibilities
- Manage intake of potential new clients and respond to inquiries
- Schedule meetings with clients and/or event planners
- Generate detailed proposals and contracts
- Maintain accurate records and follow-ups on client communication
- Communicate directly with clients, planners, and vendors to confirm event-specific details
- Collaborate with the Heirloom Fire kitchen and front-of-house teams as well as management to ensure seamless event execution
- Organize and manage workflows using Excel, Google Docs, and Gmail
Qualifications
- Prior administrative, project management, or event coordination experience required
- Proficiency in Google Workspace (Docs, Sheets, Gmail) and Microsoft Excel
- Strong written and verbal communication skills
- Excellent time management and attention to detail
- Ability to work independently, take initiative, and meet deadlines
- A background or interest in hospitality, catering, or events is a plus
Details
Job Type: Part-Time (Year-Round)
Pay: Starting at $23/hour, based on experience
Schedule: Flexible hours; some weekend communication may be required
Location: Berkshire Hills, MA (In-person with hybrid flexibility)
Opportunity: Potential to grow into a larger role within the company
To Apply: Please submit your resume and a brief cover letter explaining why you’re a great fit for this position to events@heirloomfire.com
Job Type: Part-time
Pay: $22.00 - $23.00 per hour
Expected hours: 8 – 30 per week
Benefits:
- Employee discount
- Flexible schedule
Schedule:
- Choose your own hours
- Weekends as needed
Work Location: Hybrid remote in Richmond, MA 01254
Salary : $22 - $23