Administrative Assistant of Food and Beverage

Position Summary:

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

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

 

Essential Duties & Responsibilities:

• Provide administrative support for department Supervisors and Management as approved by the Director of Food and Beverage.
• Provide daily report to the Director of Food and Beverage.
• Maintain management schedules and headcount report.
• Assist in administrative duty training for Food and Beverage Managers and Chefs, as needed.
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
• Screens incoming calls and correspondence; exercises judgment and responds accordingly.
• Records and delivers messages or transfers calls to voice mail when appropriate.
• Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.
• Maintains calendars and appointments; schedules appointments, coordinates and arranges meetings, conferences, programs, and other events.
• Arranges travel, prepares and submits travel-related documents, and maintains travel information.
• Prepares correspondence, reports, minutes, agendas, memos, forms, directories, and other documents and communications from drafts, recordings, or verbal instruction as requested.
• Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
• Maintains all departmental and employee files and records for department. Ensures all paperwork is filed accurately.
• Ensures proper paperwork is sent to Human Resources for any employee changes.
• Responsible for entry of requisitions and invoices for payment.
• Verifies employee time records where required.
• Establishes and maintains an effective filing and retrieval system.
• Assembles promotional materials.
• Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.
• Photocopies, collates, distributes, and files documents.
• Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.
• Maintains inventory of office supplies.
• Receives, sorts, logs, and routes mail.
• Attends meetings and takes minutes as requested.
• Performs errands as needed.
• Prints and binds monthly P&L reports sorted by department number.
• Coordinates meals and refreshments when required.
• Maintains confidentiality of all privileged information.
• Contributes to a team effort and accomplishes related results as required.
• Performs other duties as required.

 

Access to Sensitive Areas: Departmental personnel forms and other confidential personnel information.

Signatory Authority: None.

 

Minimum Qualifications:

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, obtain and maintain gaming license.

 

Knowledge, Skills and Abilities:

• 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:

While performing the duties of this job, the employee is regularly required to talk and hear. The employee is regularly required to stand, walk, sit, use hand to finger, handle or feel objects, tools or controls, and reach with hands and arms. The employee frequently lifts and/or moves up to 25 pounds. Specific vision abilities required by this job 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.