Administrative Assistant

Cowboy Club Grille & Spirits; Sedona (AZ); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Cell phone reimbursement

Paid Time Off

Job summary

Cowboy Club Grille & Spirits in Sedona seeks an Administrative Assistant who can juggle office operations, event planning, and personal assistance. The role demands an administrative background and comfort in a fast-paced setting, with strong communication.

You will greet guests, handle mail, support onboarding, create invoices, and coordinate with staff. The position is hybrid with in-office hours 9:00am–5:00pm and offers $65,000 annually with room to grow, plus fully paid medical, dental and

Qualifications

• Must have administrative background with ability to switch between tasks quickly.
• Excellent verbal and written communication skills.
• Maintain discretion with sensitive information.

Responsibilities

• Serve as primary receptionist, greet visitors, answer phones, manage mail and inboxes.
• Support pre-event planning, invoicing, and coordination with staff; not responsible for day-of execution.
• Assist owner with ad-hoc projects, scheduling, and personal tasks.
• Proficient in Google Workspace and Microsoft 365 to manage documents and communications.

Skills

Administrative background

Strong communication

Sense of urgency

Discretion

Tools

Google Workspace

Microsoft 365

Toast

HoneyBook

Zoom

Job description

The Role:

We are seeking a versatile, hospitality-minded Administrative Assistant. This is a unique hybrid role that sits at the intersection of office operations, event planning, and personal assistance.

The ideal candidate has anadministrative background and thrives in a fast-paced environment where they can pivot between maintaining a spreadsheet and executing an event.

Key Responsibilities:

General Reception & Communication:

• Act as the primary receptionist—answering phones, greeting visitors, managing all mail/packages, and maintaining an organized office.
• Screen calls and manage multiple email inboxes, answering routine questions and ensuring others are directed to the appropriate team member.
• Manage the employee life cycle i.e. conducting background checks, onboarding, and assisting management with monitoring employee performance.

Event Planning & Logistics:

• Assist with the pre-event planning phase. This includes giving tours, booking events, creating invoices, drafting BEOs, maintaining supply levels, and coordinating details with staff.
• Note: This role focuses on planning and administrative logistics, you are not required for day-of, on-site execution.

Owner Support & Personal Work:

• Project Management: Assist the owner with ad-hoc projects, as well as, overall project tracking, deadline accountability, and process improvements.
• Personal Tasks: Handle various straightforward personal tasks such as organizing, researching, ordering, and scheduling.
  

Tech-Savvy Requirements:

• Advanced proficiency in Google Workspace (Sheets, Docs, Drive) and Microsoft 365.
• Experience using project management or task tools (e.g., Airtable, Asana, or Slack) to keep workflows moving and / or a willingness to learn new systems.
• Ability to quickly learn and master hospitality-specific software and invoicing platforms (e.g. Toast, Shifty, and HoneyBook).
• Familiar with, or keen to find "shortcuts"-whether it's automating a recurring email, troubleshooting a Zoom link, or managing a cloud-based filing system.

Qualifications:

• Some experience in restaurants, catering, or event planning preferred. You understand the "sense of urgency" that comes with live service.
• Exceptional verbal and written skills. You can draft a formal contract and a casual personal email with equal ease.
• Total discretion regarding personal and business affairs.

Benefits & Culture:

• Hours: In-office 9:00am to 5:00pm Monday to Friday, some advance flexibility required.
• Pay: $65,000 Annually with room to grow. Fully paid medical, dental and vision insurance, cell phone reimbursement, and two weeks Paid Time Off included.