Administrative Assistant

Job Description

Birley Bakery is the latest venture from renowned club owner and entrepreneur Robin Birley, proprietor of the prestigious private members’ clubs 5 Hertford Street and Oswald’s in London and Maxime’s in New York.

Located on Madison Avenue on the Upper East Side, Birley Bakery is designed to offer a warm and welcoming atmosphere, inspired by the traditions of the classic French boulangerie-pâtisserie. We cater to households seeking exceptional quality through a refined selection of simply prepared, beautifully crafted breads, pastries, and desserts.

Position Summary

This role works closely with the management team across our Bronx commissary kitchen and Birley Bakery, supporting the implementation of efficient and effective operational processes. Reporting directly to the Executive Head of Pastry and Bakery, this is a primarily office-based position (Monday–Friday, with flexibility during stock-taking periods).

The role requires strong communication and organizational skills, solid administrative experience, and proficiency in Excel. Adaptability is essential as the business continues to grow. The office is based on the Upper East Side.

Essential Duties & Responsibilities

• Support purchasing activities and liaise with suppliers on behalf of department heads.
• Manage packaging inventory, including monthly stock-taking.
• Coordinate with internal teams to ensure accurate and timely order fulfilment and deliveries.
• Maintain recipes and costing within the Tevalis system.
• Develop and update operational documentation, training materials, and SOPs.
• Maintain Health & Safety records in line with regulatory requirements.
• Oversee stock transfers between sites using Tevalis and Excel.
• Process supplier invoices and assist with credit card reconciliations.
• Support payroll administration for the Bronx production facility.
• Produce and maintain Excel reports to support daily operations.
• Ensure compliance with food safety standards and company procedures.
• Allocate and transfer stock across sites (bakery, shops, clubs) via Tevalis.
• Provide general administrative support (e.g., checklists, rotas, documentation updates).
• Adhere to all company policies, procedures, and employment terms.
• Undertake additional duties as required by management.
• Participate in training and development activities.

Minimum Qualifications (Education, Experience, Skills)

• Previous administrative experience, ideally within hospitality or retail.
• Familiarity with EPOS systems (e.g., Tevalis or similar).
• Proficient in Microsoft Office, particularly Excel (formulas, lookups, charts) and Word.
• Strong communication and interpersonal skills.
• Excellent organizational and time-management abilities, with the capacity to multitask and prioritize.
• Strong attention to detail and ability to support day-to-day operations.
• Positive, professional, and approachable demeanor.
• Willingness to learn, adapt, and support team members as needed.
• Good level of English.

* This position requires regular standing, walking, and occasional lifting as part of normal restaurant operations. Reasonable accommodations will be made for qualified individuals with disabilities.

Birley Bakery is proud to be an Equal Opportunity Employer. We do not discriminate on the basis of race, color, creed, religion, gender (including gender identity and expression), sexual orientation, marital status, pregnancy, childbirth or related conditions, sexual and reproductive health decisions, ancestry, national origin, citizenship, age, disability,  military or veteran status, genetic information, status as a victim of domestic violence, sexual violence, or stalking, or any other legally protected status.