Administrative Assistant of Food and Beverage

About the Role

Under general direction from the Director of Food & Beverage Operations, enhances department effectiveness by performing a variety of administrative duties and acting as a liaison between the Food and Beverage Department and Administrative Departments. Maintains confidentiality of all privileged information.

Responsibilities

• Provide administrative support for department Supervisors and Management as approved by the Director of Food & Beverage.
• Provide daily report to the Director of Food & Beverage.
• Maintain management schedules and headcount report.
• Assist in administrative duty training for Food and Beverage Managers and Chefs, as needed.
• Answer incoming telephone calls, determine purpose of calls, and forward calls to appropriate personnel or department, ensuring professional telephone etiquette.
• Screen incoming calls and correspondence; exercise judgment and respond accordingly.
• Record and deliver messages or transfer calls to voice mail when appropriate.
• Welcome visitors, determine nature of business, and announce visitors to appropriate personnel, maintaining professional and courteous demeanor.
• Maintain calendars and appointments; schedule appointments, coordinate and arrange meetings, conferences, programs, and other events.
• Arrange travel, prepare and submit travel-related documents, and maintain travel information.
• Prepare correspondence, reports, minutes, agendas, memos, forms, directories, and other documents and communications from drafts, recordings, or verbal instruction as requested.
• Edit and review all correspondence and documents for correct grammar, punctuation, and spelling.
• Maintain all departmental and employee files and records for the department. Ensure all paperwork is filed accurately.
• Ensure proper paperwork is sent to Human Resources for any employee changes.
• Responsible for entry of requisitions and invoices for payment.
• Verify employee time records where required.
• Establish and maintain an effective filing and retrieval system.
• Assemble promotional materials.
• Maintain and operate office machines, equipment, and computers. Perform or coordinate general maintenance and repair.
• Photocopy, collate, distribute, and file documents.
• Transmit outgoing faxes, and retrieve, log, and distribute incoming faxes.
• Maintain inventory of office supplies.
• Receive, sort, log, and route mail.
• Attend meetings and take minutes as requested.
• Perform errands as needed.
• Print and bind monthly P&L reports sorted by department number.
• Coordinate meals and refreshments when required.
• Maintain confidentiality of all privileged information.
• Contribute to a team effort and accomplish related results as required.
• Perform other duties as required.

Requirements

• High School Diploma or GED is required unless waived by Human Resources Management.
• Two (2) years administrative or general clerical experience is required.
• Food and Beverage experience preferred.
• Proficiency with MS Office software required.
• Must be able to successfully pass a pre-employment drug/alcohol screen, background investigation, and obtain and maintain a gaming license.

Skills

• Knowledge of proper spelling, grammar, and punctuation, and basic arithmetic.
• Skill in operating various word-processing, spreadsheets, and database software programs in a Windows environment, specifically Word, Excel, Access, and PowerPoint.
• Skill in analyzing problems, projecting consequences, identifying solutions, and implementing recommendations.
• Ability to communicate effectively, both verbally and in writing.
• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• Ability to maintain confidentiality.
• Ability to analyze situations and adopt appropriate courses of action.
• Ability to establish and maintain professional relationships with co-workers at all levels.
• Ability to work independently and meet strict time lines.
• Ability to make solid decisions and exercise independent judgment.
• Ability to demonstrate excellence in everything and continually seek improvement in results.
• Ability to interpret applicable federal, state, county, and local laws, regulations, and requirements.

Physical Demands

• Regularly required to talk and hear.
• Regularly required to stand, walk, sit, use hands to finger, handle or feel objects, tools or controls, and reach with hands and arms.
• Frequently lift and/or move up to 25 pounds.
• Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception, color vision, and the ability to adjust focus.

Work Environment

• Work is generally performed in an office setting with a moderate noise level.
• Occasional work is performed in a casino setting with exposure to second-hand smoke and a moderate noise level.
• Extended hours and irregular shifts may be required.
• Tight time constraints and multiple demands are common.