Food & Beverage Administrative Assistant - Tribal or Internal

Lucky Eagle Casino•Rochester, WA

About The Position

The Food & Beverage Administrative Assistant provides essential administrative and operational support to the F&B Department, ensuring efficient, compliant, and well-organized daily operations. This position serves as a key point of coordination between F&B leadership, team members, vendors, and internal departments. The role requires strong organizational skills, exceptional attention to detail, and the ability to manage multiple priorities in a fast-faced hospitality environment while maintaining confidentiality and professionalism. The Administrative Assistant provides comprehensive administrative support to the F&B department, including answering phone calls and directing callers to the appropriate team members, preparing correspondence, and maintaining department files. This position performs complex clerical work accurately and efficiently, which may at times require independent judgement. The role involves ongoing use of office equipment, including computers, telephones, photocopiers, fax/scanner machines, binding equipment, and postage machines. The administrative assistant also assists with ordering department supplies and supporting event planning and execution. This position is responsible for ensuring the confidentiality, security, and accuracy of guests and team members records and promoting positive relationships with guests, team members, vendors, tribal gaming agency (TGA), internal departments. Strong written and verbal communication skills are required, and outstanding guests service to team members, guests, and vendors is expected at all times. Regular attendance is required; evenings, weekends, or extended hours may be necessary to meet the service levels. A neat, well-groomed, and professional appearance is always essential.

Requirements

A minimum of three (3) years of experience as an Administrative Assistant is required.
Excellent organizational and time-management abilities.
Ability to handle multiple priorities in a fast-faced environment.
Strong communication and organizational skills are required.
Work requires an extensive knowledge of business writing and an excellent command of the English language.
Must have working knowledge of office administrative procedures, knowledge, and use of the operation of standard office equipment.
Ability and proficiency to use a computer is required.
Proficiency in Microsoft Office applications, including World, Excel, Publisher, PowerPoint, and Outlook required, including preparation of power point presentations and graphs, etc.
Must maintain a neat, well-groomed, and professional appearance at all times and provide a positive Lucky Eagle Casino & Hotel image to the public.
High level of interpersonal skills required to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities, and meeting deadlines.
Strong business writing skills are required.
Ability to work evenings, weekends, holidays, or extended hours to meet operational service levels.
Responsible for coordinating internal and pre-approved external banquets and catered events, including outside or off-site functions.
Overseas the booking, scheduling, and execution of all approved events to ensure operational efficiency and guest satisfaction.
Assigns duties and service responsibilities to banquet service personnel to support smooth and successful events operations.
Coordinates food delivery, setup, and service in a timely manner, accurate, and professional manner.
Sources and collaborates with approved external vendors, including rental companies, floral designers, and prop warehouses, while ensuring compliance with organizational policies and procedures.
Works closely with F&B leadership and internal departments to confirm menu offerings, food preparation requirements, staffing needs, and service standards.
Must have knowledge of State and County sanitation procedures required to possess a current Washington State Food Handlers Permit, ServSafe Permit, and Washington State Liquor License.
Must comply with all Lucky Eagle Casino & Hotel Policies and Procedures.
Must be 21 and older and can obtain and retain a Washington State Class III Gaming License; successfully pass a pre-employment drug screen; and have and maintain a driving record that at least meets the minimum requirements established by Lucky Eagle Casino & Hotel vehicle insurance provider.

Nice To Haves

A bachelor’s degree in business administration, hospitality management, food & beverage management, or a related field preferred.
A background in a fast-paced department such as F&B, Casino Operations or Hotel Operations preferred.

Responsibilities

Schedule and organize complex activities such as meetings, travel, conferences, and department activities for all team members of the department, including training and conference arrangements.
Answer and route telephone calls to appropriate team members in a professional manner.
Assists with the scheduling of property events including conferences, training, workshops, promotional events, team member events, concerts including ordering food, beverage, set up and tear down orders.
Maintains files (electronic or otherwise) for all the company's business licensing, contracts, etc.
Organizes and prioritizes large volumes of information, plus sorts and distributes mail.
Assists in the scheduling of team members as directed by department leadership.
Handles confidential and non-routine information.
Works independently and within a team on special, non-recurring and ongoing projects.
Prepares and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads reports/copy for spelling, grammar, layout, and formatting errors and makes appropriate changes. Responsible for accuracy and clarity of final copy.
Performs specialized technical clerical work involving independent judgment and requires accuracy and speed.
Assists with ordering and maintaining department supplies, equipment and furniture for department staff and maintaining the appearance of the front office area.
Utilize office equipment on a regular basis, including computers, telephones, photocopiers, fax/scanners, binding equipment, and postage machines.
Act as a liaison with other departments and outside agencies.
Promotes guest and team member relations in person, on the phone, and through correspondence.
Analytical ability is required to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
Understands and adheres to all regulatory, Tribal, Casino and department rules, regulations, policies and procedures including all applicable tribal, federal, state and local laws.
Responsible for scheduling the set-up/break down venue service, scheduling, and delegation of events before/after the event.
Respond to any special requests or last-minute adjustments.
Fosters positive relationships with guests to encourage future use of the facility.
Ability to work nights, weekends, holidays and non-traditional hours required.
Ensure the confidentiality, security, and accuracy of guests and team member records.
Performs other duties as assigned.