Culinary Administrative Assistant

Scope:

The Administrative Assistant is in charge of carrying out day-to-day organizational tasks and facilitating efficient communication across of the Kitchen Department.                                                                                                

Primary Responsibilities of the Administrative Assistant:

• Responsible for all Kitchen billing, as set forth by the Executive Chef, making sure that daily paperwork and charges are correct and sent to Accounting. 
• Assist in the ordering of operating supplies for the Kitchen.
• Process all invoices and forward to Accounting.
• Assist the Executive Chef with ordering food supplies and work with vendors.
• Assist with inventory control.
• Keep "checkbook", tracking expenditures by GL code.
• Collect and sort mail.
• Assist the Executive Chef in checking references for all prospective new hires.
• Be able to give directions to emergency personnel regarding the location of the facility.
• Immediately convey to the Executive Chef with any concerns relating to the Kitchen staff.
• Generate various reports upon request.
• Assist with special event preparation.
• Assist with writing letters, contracts, lists, etc.
• Ensure that professional standards are adhered to.

Relationships:

Internal: All Kitchen and Club departments: For effective communication.

External: Members / Guests: To provide excellent service.

Vendors: To order and receive goods.

Qualifications:

Education/Experience:  

• High School diploma or equivalent required, some college preferred.
• Three to five years administrative experience preferred.
• Some kitchen experience preferred.

Skills:

• Must possess excellent oral, written and interpersonal skills and be highly detail-oriented.
• Position requires a highly professional demeanor with members, guests and staff, adaptability, flexibility, and adherence to a strict level of confidentiality.
• Ability to read, write, speak, and understand English.
• Must be customer oriented and interact with current and prospective members, guests and staff on all levels in a professional, positive, and friendly manner.
• Ability to work in a fast-paced, deadline driven and demanding environment.
• Proficient in Microsoft Word, Excel, email and Internet.

Working Conditions: 

• Flexibility is required in working nights, weekends and holidays.
• Required to work in a fast-paced environment.

Physical/Cognitive Activities of Administrative Assistant:

• Requires ability to bend, stoop, walk, lift, and carry items up to 25 pounds.
• Ability to sit at a desk for extensive periods of time.

Organizational Structure:

• Reports to:  Executive Chef