Culinary Administrative Assistant

Pyramid Global Hospitality•Riverside, CA

23h•$23 - $25•Onsite

About The Position

The Culinary Administrative Assistant provides administrative, operational, and operational systems support to the Executive Chef and culinary management team within a high-volume multi-outlet hotel and banquet operation. This role serves as the central administrative hub of the culinary office, managing recipe and menu documentation, purchasing workflows, schedule tracking, and onboarding logistics.

Requirements

Certificate level education in Hospitality Management, Business Administration, or Culinary Arts required.
2–4 years of administrative support, office management, or executive assistant experience, preferably within a high-volume hotel, resort, convention center, or large restaurant group.
Prior exposure to culinary environments, banquet operations, or food & beverage purchasing systems is strongly preferred.
Proven experience managing digital filing systems, invoice processing, and departmental scheduling.
Working knowledge of hospitality food safety standards and culinary terminology.
Advanced proficiency in Microsoft Office 365 (Excel, Word, Outlook, PowerPoint, SharePoint).
Exceptional verbal and written communication skills with the ability to interface diplomatically between corporate executives, line cooks, stewarding staff, and vendors.
High-level organizational capability with attention to detail and the ability to manage shifting priorities during peak banquet service periods.
Basic understanding of arithmetic, invoicing reconciliation, food cost tracking, and purchase order systems.
Demonstrated integrity and sound judgment when handling sensitive personnel and operational matters.
Proficient with computers and computer programs, including Microsoft programs required.

Nice To Haves

Someone with a passion and enthusiasm for helping others,
Someone who is collaborative in a team environment
Someone who listens and communication well
Someone with the demonstrated ability to work with confidential and sensitive information required
Someone with a strong attention to detail, while multi-tasking and delivering work on time required
Someone with the ability to build trusting working relationships highly desired

Responsibilities

Answer and route culinary office telephone calls, emails, and incoming inquiries from line employees, interdepartmental leaders, and external partners.
Create and distribute information from all culinary and F&B meetings for daily kitchen lineups and culinary leadership sessions.
Maintain organized electronic and physical filing systems, including standardized culinary SharePoint/cloud folders, recipe books, standard operating procedures (SOPs), and operational logs.
Take lead on all payroll processes to ensure proper information is being sent to financing.
Audit, update, and format seasonal menu changes, station prep sheets, recipe specification cards, and allergen matrices across all property outlets.
Coordinate the distribution of daily Banquet Event Orders (BEOs), catering guarantees, and late-change addendums directly to kitchen production teams.
Process purchase orders and requisition slips to purchasing for timely outlet distribution.
Track culinary equipment maintenance requests, service and calibration schedules, and facilities work orders.
Maintain and track department credentials, including ServSafe/food handler certifications, health department inspection documentation, and submission of HAACP forms.
Assist sous chefs and the Executive Chef with drafting and publishing weekly kitchen schedules within hotel labor-management systems.
Track daily attendance, timecards, missed punches, and PTO/leave requests for culinary and stewarding personnel prior to payroll sign-off.
Coordinate onboarding logistics for new kitchen hires, including uniform orders, locker assignments, nametags, tool distribution, and orientation scheduling.
Liaise with third-party culinary staffing agencies regarding roster confirmations, daily check-ins, and agency billing signoffs.