Administrative Assistant

Cowboy Club Grille & Spirits; Sedona (AZ); On-site; USD 65,000 - 75,000; Full time

Job summary

Cowboy Club Grille & Spirits in Sedona, AZ is seeking a versatile Administrative Assistant who blends front-office skills with event planning and owner support.

This hybrid role requires an administrative background and the ability to switch between maintaining spreadsheets and coordinating events, onboarding staff, and handling personal tasks for the owner with discretion and a hospitality-first approach.

Qualifications

• Experience in restaurants, catering, or event planning.
• Exceptional verbal and written skills.
• Total discretion regarding personal and business affairs.
• Ability to manage schedules and onboarding processes.

Responsibilities

• Act as primary receptionist and manage calls, emails, and mail.
• Assist with pre-event planning, bookings, invoicing, and BEOs.
• Support the owner with ad-hoc projects, tracking, and personal tasks.

Skills

Google Workspace

Microsoft 365

Office management

Communication

Discretion

Hospitality software

Education

Experience in restaurant/event planning

Tools

Airtable

Asana

Slack

Toast

HoneyBook

Job description

The Role

We are seeking a versatile, hospitality-minded

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 an administrative 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.