Executive Assistant and Project Coordinator

4 days ago

New York, New York, United States The Hospitality Department Full time
About The Hospitality Department

We are a multi-faceted Food & Beverage Company seeking an Executive Assistant / Project Coordinator to support our administrative side of food and beverage operations.

Key Responsibilities
  • Communication and Scheduling
    • Ensure clear and seamless communication on an executive level with our management team and front-line team members.
    • Manage schedules and transportation arrangements.
  • Documentation and Records
    • Create, update, and process documentation of standards, operating procedures, training materials, and human resource policies.
  • Financial and HR Support
    • Support our Finance Department by organizing and scanning invoices through Choux Box and performing modest clerical tasks.
    • Support our Marketing Department as needed.
  • Technology and Efficiency
    • Utilize MS Office Suite, Trello, 7Shifts, POS Platforms, and F&B Inventory Applications to ensure smooth communications, efficiency, and financial performance.
  • Executive Team Support
    • Coordinate and manage the Executive Team schedule for internal and external meetings.
    • Produce meeting notes for distribution to team members and ensure deliverables and follow-up are communicated.
  • Policy Implementation and Communication
    • Assist with the communication and implementation of rules, regulations, and policies regarding employment practices, safety, and company policies.
  • Menu Management and Updates
    • Support product and menu changes and updates as necessary, including seasonal and promotional additions.
    • Ensure menu accuracy through truth-in-menu descriptions, menu proofing, and feedback.
  • Website and Social Media Accuracy
    • Work with the Marketing Team to ensure website(s) and social media presence is accurate with regard to menus, hours of operations, and special promotions.
  • Security and Team Support
    • Ensure the security of the premises, including key management and responsibility.
    • Guide, mentor, and support all Team Members.
Additional Responsibilities
  • Financial and HR Resources
    • Be conscious of cost-saving measures, including labor cost, beverage cost, and facility maintenance.
    • Ensure accurate onboarding materials and processes.
    • Support on-boarding and terminations of team members.
  • Departmental Coordination
    • Promote harmonious relations among teams, guests, vendors, and the community.
    • Attend weekly management operations meetings.
    • Support department heads and ensure clear communication between them.
    • Support marketing and promotional activities.
    • Assist in special events, including charity events.

For more information about The Hospitality Department, please visit our website.

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