Administrative Assistant at Lunch with Tony, LLC

The Admin Awards, LLC; San Jose, Northern (CA, KY); Hybrid; USD 58,000 - 62,000; Full time

Job summary

Smashing Dishes/Tony Caters in the San Jose area seeks a dynamic Administrative Assistant, Logistics & Production to support event delivery and production workflows. This on-site role emphasizes attention to detail and a holistic view of the catering lifecycle, from planning to execution.

The team collaborates across departments to ensure timely, accurate service for each event. Ideal candidates will have at least two years of administrative experience and the ability to stand for long periods

Qualifications

• Minimum 2 years of administrative assistant experience.
• Must be able to work on-site and manage logistics tasks.
• Ability to coordinate with multiple stakeholders and vendors.

Responsibilities

• Route production sheets (BEOs) to team members and update with sales input.
• Generate production packets including floorplans and staffing assignments.
• Create digital pack lists for warehouse handoff.
• Coordinate with event planners, vendors and service providers in advance.
• Place and update event rental orders and track fulfillment.
• Meet with leadership weekly to review events and plans.
• Iterate documented systems to maximize resources and efficiency.
• Perform additional operations tasks as assigned.

Skills

Administrative support

Detail oriented

Communication

Tools

Catering software

Job description

On-site Salary Range: $58,000 - $62,000 Per Year

Smashing Dishes/Tony Caters seeks a dynamic Administrative Assistant, Logistics & Production!

Founded in 2009, Smashing Dishes/ Tony Caters is a flourishing and highly respected off-site catering company that produces extraordinary events and exceptional food service across the Bay Area. We also have two additional cafes located inside the Tech Interactive Museum in downtown San Jose and at the historic Winchester Mystery House.

The Logistics Dept. Administrative Assistant is an integral part of the overall delivery of catered events, ensuring a high standard of execution of our primary revenue generating activities. This position works behind the scenes to coordinate the logistics detailed below, in coordination with department leadership and other departments.

Key traits to success in this position include attention to detail, commitment to task, and ability to zoom out & understand holistically the production cycle of catered events.

Salary range for this position is $58,000 – $62,000.

CORE DUTIES & RESPONSABILITES

• Route production sheets (BEO’s) to team members, and update them when notified by sales team


• Generate production packets for each event under supervision from senior team members. Key aspects include event floorplans, food station diagrams, table setting diagrams, staffing assignments, etc.)


• Create digital pack lists using catering software (under supervision from senior team members) for handoff to warehouse for physical pack out


• Coordinate with all 3rd party service providers (event planners, DJ, bar vendor, cake, event production/prop, florist etc.) in advance of events to ensure alignment with timelines, equipment needs, and general company/client expectations


• Place/update event rental orders with those companies and coordinate fulfillment


• Meet with company leadership weekly to review past events and preview upcoming calendar


• Optimize and sometimes develop documented systems to maximize resources and streamline efficiencies


• Additional operations tasks as assigned by leadership

Minimum 2 years of administrative assistant experience

• Must be able to work continuously while standing for long periods of time


• Must be able to lift, pull and push materials/products to complete assigned job tasks


• Qualified candidates must be able to perform the essential functions of this position satisfactorily with or without a reasonable accommodation

WHAT WE OFFER

CULTURE

• Exhibit confidence in decisions and in team’s abilities


• Set a tone of professionalism


• Embody core values of the company (Passion, Flexibility, Integrity, Efficiency and Respect)