Executive Assistant/F&B Coordinator

Overview:

The Food and Beverage (F&B) Administrative Assistant & General Manager Support provides critical administrative support to the F&B department and serves as a dedicated assistant to the General Manager. This role ensures smooth and efficient operation of all dining and event services while managing high-level administrative tasks for the executive office. The ideal candidate is a highly organized, detail-oriented professional with strong communication skills, discretion, and a proactive approach to supporting both departmental needs and executive priorities within the hospitality industry.

Key Responsibilities:

Executive Assistant Duties (Supporting the General Manager):

• Calendar and Schedule Management: Expertly manage the General Manager's calendar, including scheduling internal and external meetings, appointments, and travel arrangements, proactively resolving conflicts.
• Correspondence and Communication: Handle confidential correspondence, draft emails, prepare reports and presentations, and act as a professional gatekeeper and liaison for the GM with staff, owners, vendors, and high-profile clients.
• Meeting Support: Coordinate executive and departmental meetings, prepare agendas, record and distribute meeting minutes, and ensure all follow-up actions are tracked and completed.
• Confidential Information Handling: Exercise discretion and maintain the highest level of confidentiality when handling sensitive information, including personnel records, financial data, and strategic planning details.
• Project Coordination: Assist the GM in tracking key strategic initiatives and projects across various departments, ensuring deadlines are met and providing administrative support for project deliverables.

F&B Administrative Support:

• Administrative Tasks: Perform comprehensive secretarial duties, including answering phones, managing department correspondence, and maintaining organized filing systems.
• Financial and Inventory Support: Process F&B invoices, track expenses, assist with accounts payable/receivable, and support inventory management processes, ensuring accuracy in data entry and billing.
• Departmental Coordination: Act as a primary liaison between F&B management, kitchen staff, service teams, and other hotel/facility departments.
• Event and Menu Support: Assist the Events team with logistics, prepare banquet event orders (BEOs), and design/format menus and promotional materials.

Essential Skills and Qualifications:

• Organizational & Time Management Skills: Exceptional ability to manage multiple tasks, prioritize workloads effectively, and meet tight deadlines in a fast-paced environment.
• Communication & Interpersonal Skills: Proficient in both verbal and written communication, with a professional, polished, and courteous demeanor for interacting with all levels of staff, vendors, clients, and executives.
• Computer Proficiency: Strong experience with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) is required. Familiarity with hospitality-specific software (e.g., POS systems, inventory management software) is highly desirable.
• Attention to Detail & Accuracy: Crucial for accuracy in all tasks, especially data entry, billing, report preparation, and executive-level communications.
• Discretion & Confidentiality: Proven ability to handle sensitive information with integrity and professionalism.
• Hospitality Knowledge: Familiarity with the operations, terminology, and culture of a food and beverage department, restaurant, or hotel setting.
• Problem-Solving: Proactive approach to identifying issues and finding effective solutions to ensure smooth daily operations and executive efficiency.

Education and Experience:

• High school diploma or equivalent required; an Associate’s or Bachelor’s degree in Hospitality Management or Business Administration is a plus.
• Proven experience in an administrative support role is required; previous experience within the hospitality industry is highly preferred.

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