Food and Beverage Administrative Assistant

Nestled at the base of majestic Snowmass Mountain, Viceroy Snowmass is a luxury resort offering unparalleled experiences in the heart of the Colorado Rockies. Renowned for its exceptional service, sophisticated accommodation, and world-class amenities, Viceroy Snowmass provides an unforgettable escape for discerning travelers. We are committed to maintaining the highest standards of quality and creating a safe, secure, and pristine environment for our guests and team members. About The Role The Food & Beverage Administrative Assistant is a critical support resource for the F&B Division, providing comprehensive administrative, organizational, and operational assistance to the Director of Food & Beverage and the broader F&B leadership team. This role is the administrative backbone of a fast-paced, high-volume division — ensuring that communications are prompt, documents are flawless, reservations are managed gracefully, and data is accurate so that F&B leaders can focus their full attention on driving exceptional guest experiences. This position carries meaningful guest-facing responsibility as a key voice of the property's restaurants: managing restaurant reservations, coordinating large party bookings, and confirming reservations with the warm, polished phone etiquette expected of a Forbes Five-Star property. In an ultra-luxury environment where excellence is expected in every dimension, the F&B Administrative Assistant embodies the same service values on the administrative side as guest-facing associates do on the floor: warmth, precision, discretion, and proactivity. This individual is trusted with sensitive financial and personnel data and upholds confidentiality with the utmost integrity. Menu formatting and design contribution — including familiarity with Adobe InDesign — makes this individual a valued creative partner to the division. Describe the role and team the candidate will be joining in 1-2 short paragraphs. This could include things like purpose of the role, about the team they will join, reporting relationships, and why the position matters. Job Location: Viceroy Snowmass Pay Rate: $28.00/HourSchedule: Flexible Schedule, Some Nights, Weekends, and Holidays Employment Status: Full- Time Year Round Start Date: ASAPAccepting applications until: 08/31/2026 Duties Manage restaurant reservations across all dining outlets via phone, email, and reservation platforms (OpenTable, or comparable); accurately capture guest names, preferences, dietary restrictions, special occasions, and seating requests.Coordinate large party and group dining reservations: gather event details, communicate guest counts and menu selections to outlet managers and culinary teams, prepare confirmation correspondence, and track deposits or guarantees as required.Conduct reservation confirmation calls and emails with grace and professionalism; reconfirm large parties and VIP bookings in advance and communicate any special arrangements to the service team.Demonstrate flawless phone etiquette at all times: answer within three rings with a warm, branded greeting; speak with clarity, attentiveness, and genuine hospitality; never rush a guest.Serve as a knowledgeable first voice of the property's restaurants — able to speak confidently about outlet concepts, hours, dress codes, menu highlights, and special programming.Maintain accurate guest preference notes within reservation and PMS profiles to enable personalized recognition at every visit.Communicate same-day reservation changes, cancellations, and waitlist movements promptly to outlet leadership and host teams.Provide high-level executive administrative support to the Director of Food & Beverage Culinary Director and F&B leadership team including calendar management, correspondence handling, meeting coordination, travel logistics, and document preparation.Prepare, edit, and proofread a broad range of professional business documents including departmental memos, SOPs, training materials, meeting agendas, reports, and presentations to the highest standard of accuracy and presentation.Manage inbound and outbound communication on behalf of the F&B office including phone calls, emails, and internal correspondence; triage priorities and ensure prompt, professional responses.Coordinate and schedule interdepartmental meetings, F&B leadership huddles, training sessions, vendor appointments, and property tours; prepare meeting materials, take minutes, and distribute action items.Maintain meticulous electronic and physical filing systems for departmental records, vendor contracts, licensing documentation, inspection reports, and compliance materials.Format, update, and proof all outlet menus — dining, beverage, wine, in-room dining, and event menus — ensuring typographic consistency, accurate pricing, current allergen information, and adherence to brand identity standards.Apply menu design experience to lay out new menus and seasonal updates with elegant typography, proper spacing, and luxury-appropriate aesthetics.Utilize Adobe InDesign (where proficient) to produce print-ready menu files, event collateral, table cards, and special occasion inserts; coordinate with Marketing and approved print vendors on production.Maintain the master menu database and version archive ensuring every outlet is serving from the current approved menu at all times.Support the creation of visually polished internal documents, training decks, and event signage consistent with the property's brand standards.Assist in the preparation, formatting, and distribution of weekly, monthly, and quarterly F&B financial reports, budget variance summaries, and departmental KPI dashboards.Process purchase orders, invoices, expense reports, and check requests in accordance with established approval workflows and financial controls; liaise with Accounts Payable to resolve discrepancies.Maintain and update departmental budgetary tracking spreadsheets; flag approaching spending thresholds or anomalies for leadership review.Assist in compiling data for annual budget presentations, business plan submissions, and capital expenditure proposals.Coordinate onboarding logistics for new F&B associates including offer letters, uniform requisitions, system access requests, and orientation scheduling.Assist with the logistics of F&B special events, VIP dining experiences, wine dinners, press visits, and culinary activations; compile function sheets, guest lists, and post-event reports.Maintain up-to-date F&B divisional organizational charts, contact directories, and associate records.Support the Director of F&B with special projects, brand initiatives, and research assignments; prepare presentations and competitive analysis documents as requested.Administer the F&B department intranet or SharePoint site; ensure all SOPs, training documents, and announcements are current and accessible. Use bullets and try to stay between 6-10. Start these with action verbsPrioritize the first 5 bullets carefullyFocus on outcomes and impact, not just tasks Benefits & Perks Health Insurance - Choose from three plans!Dental, Vision, & Accident Insurance401(K) Plan with Employer Match Life InsuranceSki Pass or Equivalent BonusPaid Time Off & Paid Sick TimeCareer Development TrainingsDiscounts at Eye Pieces & Venture SportsSabbatical Program$500 Referral ProgramEmployee Assistance Program Why East West At East West our Vision is to be the most trusted hospitality services company and employer of choice, built on genuine and enduring relationships. We believe in doing the right thing for each other, our community, our environment, and those we serve. We hope you’ll consider joining us! Visit our website to learn more about East West at eastwest.com. East West Hospitality is an equal opportunity employer and participates in E-verify. We are committed to creating an inclusive workplace where everyone feels valued, respected, and empowered to succeed. We welcome applicants from all backgrounds and experiences and make employment decisions based on qualifications, merit, and business needs.