Catering Administrative Assistant

We are seeking a detail-oriented, enthusiastic and proactive Catering Administrative Assistant to support the operations and administrative needs for Haute Chefs Los Angeles. Reporting to the Business Owners, the Catering Administrative Assistant is among the first points of contact with potential clients, and is the last touch point with internal stakeholders. The Catering Administrative Assistant is responsible for the administrative and operational needs of a creative office environment. This role requires a detail-oriented mindset, with the ability to communicate effectively in a hospitable and professional manner. THIS IS AN ONSITE ROLE. MUST be available to work on site at our office in North Hollywood Monday through Friday, 9 am-5 pm. May be asked to work select holidays. KEY RESPONSIBILITIES: Support overall operations between the culinary team, office, event, and production teams. Responsible for managing initial catering inquiries via email and phone, responding in a timely manner and directing to the appropriate parties. Maintain excellent and professional communication with clients & internal stakeholders, emailing on behalf of the company with a strong focus on white-glove customer service. Answer and direct phone calls. Schedule and staff FOH & BOH for events, including chefs, captains, servers, and bartenders. Coordinate drop off orders, from client intake through delivery. Schedule drivers, share call sheets to relevant internal parties. Communicate daily chef call times with internal parties; status updates as needed; support call sheet preparation for events & production. Create & update kitchen menus accurately and in a timely manner. Responsible for ensuring that the kitchen always has the best and most up-to-date information available. Place special orders and regular deliveries, execute detailed and accurate follow through, monitor status and communicate internally. Create invoices, track payments, reimbursements, and overages. Handle sensitive and confidential information with discretion. Coordinate travel, logistics, and communicate details for events and projects. Prepare, compile, and organize all culinary information for the Chef with accuracy. Update all internal calendars, schedule appointments and internal meetings, distributing notes and action items with appropriate parties. Ensure all trackers are kept up to date accurately and in real time. WHAT YOU WILL BRING TO THE ROLE: INTRINSIC COMPETENCIES & JOB QUALIFICATIONS The ideal candidate will have previous event or catering experience in an administrative role. An understanding of hospitality and events, strong organizational and customer skills is a must. Proven ability to fulfill multiple projects simultaneously with detailed accuracy and precision. Exceptional customer service, verbal, and written communication skills. Ability to draft professional emails and proofread documents for accuracy, grammar & punctuation. Project management skills: plan proactively to stay ahead of schedule, anticipate needs, field requests and prioritize tasks appropriately. Demonstrate accurate follow through communication with relevant parties. Willingness and ability to collaborate with a team, and problem-solve in a fast-paced, fluid environment, with a keen eye for detail and accuracy. REQUIREMENTS: Minimum Education of Associates Degree, Bachelor of Arts degree preferred. 2-3 years MINIMUM experience working in a professional office environment in an administrative role. MUST exhibit excellent written & verbal communication skills with the ability to communicate clearly in a warm, professional manner. MUST be proficient in Microsoft Office: Word, Powerpoint, Excel. MUST be highly proficient in Gsuite for Business: Gmail, sheets, docs & calendar. MUST be highly proficient in Mac OS. THIS IS AN ONSITE ROLE. MUST be available to work on site at our office from 9 am - 5 pm, Monday through Friday. May be asked to work select holidays. PREFERRED QUALIFICATIONS: Experience with Ecommerce software such as Shopify. Knowledge of staff scheduling applications such as Nowsta or RoostedHR. Knowledge of Invoicing software Xero (or similar) and Docusign (or similar electronic signature platforms). An innate interest and desire to learn about the culinary world. HAUTE CHEFS LA Haute Chefs LA is a single resource for bespoke culinary experiences, thoughtful hospitality and custom event curation centered around the love of all things food. We think of ourselves as a small company with bigger than life clients. We are a creative team in a very open, fast-paced, bustling work environment. We have multiple catering focuses including on-site live events, drop-off catering and production catering. We live to exist where the art of food, wine and culture of the table intersect – all topped off with impeccable service. #J-18808-Ljbffr