Culinary Administrative Assistant - Jacob K. Javits Convention Center

The Culinary Administrative Assistant provides essential clerical and administrative support to the food service program, ensuring smooth operations within the culinary department. This role involves managing schedules, maintaining records, coordinating banquet and retail operations, and supporting the team in a fast-paced, collaborative environment. The ideal candidate is detail-oriented, organized, and capable of maintaining confidentiality while fostering positive working relationships.

Essential Duties and Responsibilities

Administrative Support
* Maintain confidential personnel files with accuracy and discretion.
* Assist management in preparing confidential employment and labor relations documents, including proposed disciplinary notices.
* Order office supplies and manage inventory to support department needs.
* Perform other duties as assigned to support the culinary team.

Banquet and Retail Operations
* Print, post, and update Banquet Event Orders (BEOs) and Tapin2 documents as required.
* Create and print packaging labels for banquet and retail operations using BEOs or chef instructions.
* Attend BEO meetings in person or via Microsoft Teams to stay informed of event details.

Scheduling and Payroll
* Collaborate with the Executive Chef and Executive Sous Chefs to create weekly schedules in Microsoft Excel, ensuring accuracy and timely distribution to chefs, supervisors, and staff.
* Input schedules into MyStaff, verifying data for accuracy.
* Review the previous week s schedules every Monday by noon to ensure employee timesheets are correct.
* Generate and distribute employee overtime reports to the chef group.

Purchasing and Inventory (Birchstreet)
* Create and edit banquet and retail purchase orders (POs) in Birchstreet using chef order guides.
* Submit POs for approval after review by chefs.
* Generate POs without order guides as requested by chefs for urgent or unique needs.

Workplace Safety and Collaboration
* Maintain a clean, safe, and organized work environment, adhering to safety protocols.
* Attend in-service training and safety meetings as required.
* Foster positive working relationships with co-workers to promote a collaborative team environment.

Qualifications
* High school diploma or equivalent; associate degree or coursework in business administration or hospitality preferred.
* 1-2 years of administrative or clerical experience, preferably in a food service or hospitality environment.
* Proficiency in Microsoft Office (Excel, Word, Teams) and experience with scheduling or purchasing software (e.g., MyStaff, Birchstreet) preferred.
* Strong organizational skills with attention to detail and the ability to multitask in a fast-paced environment.
* Excellent communication skills and the ability to maintain confidentiality.
* Ability to work independently and collaboratively with a diverse team.
* Knowledge of food service operations or banquet event processes is a plus.

Physical Requirements
* Ability to sit or stand for extended periods.
* Occasional lifting of office supplies or materials up to 20 pounds.
* Ability to maintain a clean and safe work environment.

Work Environment
* Office and kitchen environment with occasional exposure to standard kitchen equipment.
* Regular interaction with culinary staff, management, and vendors.
* Flexible schedule may be required to attend meetings or support events.