Culinary Administrative Assistant

The Mission Inn Hotel & Spa; Riverside (CA); On-site; USD 32,000 - 34,000; Full time

Job summary

Pyramid Global Hospitality is seeking a Culinary Administrative Assistant for The Mission Inn Hotel & Spa in Riverside, CA. The role supports the Executive Chef and culinary management with administrative duties, payroll, onboarding, and scheduling in a fast-paced, multi-outlet hotel.

Strong organizational and communication skills, plus experience with SharePoint and MS Office, are essential to coordinate menus, purchasing, and credential tracking across departments.

Qualifications

• Certificate level education in Hospitality Management or related field.
• 2–4 years of administrative support experience in a high‑volume environment.
• Experience in culinary environments, banquet operations, or F&B purchasing is preferred.
• Proven ability to manage digital filing systems, invoices, and scheduling.

Responsibilities

• Answer and route calls and inquiries from staff and partners.
• Create and distribute information from culinary and F&B meetings.
• Maintain electronic and physical filing systems and SOPs.
• Lead payroll processes and ensure accurate data for payroll.
• Coordinate onboarding logistics for new kitchen hires and uniforms.

Skills

Payroll processing

Scheduling

Communication

Document management

Education

Certificate in Hospitality Management

Tools

SharePoint

Microsoft Office 365

Job description

Pyramid Global Hospitality is a leading hospitality management company with a portfolio of more than 200 hotels and resorts and over 18,000 associates across the United States, Caribbean, and Europe. Our platform includes Benchmark Resorts & Hotels, a collection of distinctive independent properties; Axiom Hospitality, our European hotel management company; and PYRAMIDWORKS, which provides integrated workplace and facilities services. With corporate offices in Boston, The Woodlands, Texas, and London, Pyramid combines global scale with a hands‑on approach focused on exceptional service, operational excellence, and long‑term partnerships.

At Pyramid, our people are at the heart of everything we do. We are committed to creating an environment where associates are respected, supported, and empowered to grow their careers. Team members have the opportunity to collaborate directly with experienced leaders, take on meaningful stretch assignments, and gain exposure to a diverse portfolio of properties, brands, and markets. Whether you are beginning your hospitality career or bringing years of experience, you'll find opportunities to learn, develop, and make an impact.

Our commitment to associates, guests, owners, and the communities we serve has helped make Pyramid and our properties among the most recognized in hospitality. From being named among the best places to work by respected publications such as USA Today, The Boston Globe, and The Houston Chronicle to earning top travel accolades from Travel + Leisure, Condé Nast Traveler, Forbes Travel Guide, and U.S. News & World Report, these recognitions reflect the culture, service excellence, and commitment to people that define the Pyramid experience.

About Our Property

Welcome to The Mission Inn Hotel & Spa, a legendary property in the Pyramid Global Hospitality portfolio located in the heart of Riverside, California. Featuring 238 guest rooms and over 160,000 sq ft of meeting and event space, this AAA Four‑Diamond, National Historic Landmark spans an entire city block and offers a truly unique and dynamic environment for hospitality professionals.

At The Mission Inn Hotel & Spa, we are proud to deliver exceptional service within a setting rich in history and architectural beauty. As a member of our team, you’ll be part of a community‑driven environment where collaboration and connection are at the core of everything we do. Our work is purpose‑driven, rooted in preserving the legacy of this iconic property while creating meaningful experiences for every guest.

We offer a wide range of opportunities across multiple departments, including guest services, food and beverage, housekeeping, sales and events, and more. Whether you are beginning your career or looking to grow within the industry, you’ll find a supportive culture where your contributions are impactful and recognized.

Joining our team means becoming part of a people‑first culture where your development and success are a priority.

#PGH-MI

What You Will Have An Opportunity To Do

The Culinary Administrative Assistant provides administrative, operational, and operational systems support to the Executive Chef and culinary management team within a high‑volume multi‑outlet hotel and banquet operation. This role serves as the central administrative hub of the culinary office, managing recipe and menu documentation, purchasing workflows, schedule tracking, and onboarding logistics.

Key Responsibilities

• Answer and route culinary office telephone calls, emails, and incoming inquiries from line employees, interdepartmental leaders, and external partners.
• Create and distribute information from all culinary and F&B meetings for daily kitchen lineups and culinary leadership sessions.
• Maintain organized electronic and physical filing systems, including standardized culinary SharePoint/cloud folders, recipe books, standard operating procedures (SOPs), and operational logs.
• Take lead on all payroll processes to ensure proper information is being sent to financing.

Culinary Systems & Operational Logistics

• Audit, update, and format seasonal menu changes, station prep sheets, recipe specification cards, and allergen matrices across all property outlets.
• Coordinate the distribution of daily Banquet Event Orders (BEOs), catering guarantees, and late‑change addendums directly to kitchen production teams.
• Process purchase orders and requisition slips to purchasing for timely outlet distribution.
• Track culinary equipment maintenance requests, service and calibration schedules, and facilities work orders.
• Maintain and track department credentials, including ServSafe/food handler certifications, health department inspection documentation, and submission of HAACP forms.

Labor Coordination & Onboarding Support

• Assist sous chefs and the Executive Chef with drafting and publishing weekly kitchen schedules within hotel labor‑management systems.
• Track daily attendance, timecards, missed punches, and PTO/leave requests for culinary and stewarding personnel prior to payroll sign‑off.
• Coordinate onboarding logistics for new kitchen hires, including uniform orders, locker assignments, nametags, tool distribution, and orientation scheduling.
• Liaise with third‑party culinary staffing agencies regarding roster confirmations, daily check‑ins, and agency billing signoffs.

Qualifications

• Certificate level education in Hospitality Management, Business Administration, or Culinary Arts required.
• 2–4 years of administrative support, office management, or executive assistant experience, preferably within a high‑volume hotel, resort, convention center, or large restaurant group.
• Prior exposure to culinary environments, banquet operations, or food & beverage purchasing systems is strongly preferred.
• Proven experience managing digital filing systems, invoice processing, and departmental scheduling.
• Working knowledge of hospitality food safety standards and culinary terminology.

Required Skills

• Software Proficiency: Advanced proficiency in Microsoft Office 365 (Excel, Word, Outlook, PowerPoint, SharePoint).
• Communication: Exceptional verbal and written communication skills with the ability to interface diplomatically between corporate executives, line cooks, stewarding staff, and vendors.
• Organization & Multitasking: High-level organizational capability with attention to detail and the ability to manage shifting priorities during peak banquet service periods.
• Financial Literacy: Basic understanding of arithmetic, invoicing reconciliation, food cost tracking, and purchase order systems.
• Discretion: Demonstrated integrity and sound judgment when handling sensitive personnel and operational matters.

What are we looking for?

• Someone with a passion and enthusiasm for helping others,
• Someone who is collaborative in a team environment
• Someone who listens and communication well
• Someone with the demonstrated ability to work with confidential and sensitive information required
• Someone with a strong attention to detail, while multi‑tasking and delivering work on time required
• Someone with the ability to build trusting working relationships highly desired
• Someone proficient with computers and computer programs, including Microsoft programs required

Compensation

$23.00

$25.00

Pyramid Global Hospitality is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Actual compensation packages are based on a wide array of factors unique to each candidate, including but not limited to skill set, years & depth of experience, certifications and specific office location. This may differ in other locations due to cost of labor considerations.