Executive Assistant

StaffedUp; St. Louis (MO); On-site; USD 52,000 - 70,000; Full time

Job summary

Ray's SportsHouse in St. Louis is seeking an Executive Assistant to manage back-office operations, ensuring smooth financial processes and vendor compliance in a fast-paced restaurant environment.

You will support ownership, coordinate staff, and maintain calendars and filings; this role reports directly to the owner and spans HR, accounting, and administrative tasks. The ideal candidate is detail-oriented with strong organizational and communication skills, capable of handling multiple tasks

Qualifications

• Proven experience as an Executive Assistant or similar administrative role.
• Preferably in the restaurant or hospitality industry.
• Strong organizational skills and attention to detail.
• Proficiency in financial reconciliation and reporting.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and prioritize in a fast-paced environment.
• Familiarity with compliance regulations and vendor management.

Responsibilities

• Oversee daily sales reconciliation, invoicing, and vendor payments.
• Manage onboarding and staff documentation; payroll prep support.
• Maintain contracts, COIs, and compliance calendars.
• Organize weekly/monthly inventory and cost reporting.
• Prepare weekly owner sales/labor/COGS summaries.
• Coordinate owner-facing admin, calendars, and lender/documents.

Skills

Organizational skills

Communication

Financial reconciliation

Vendor management

Calendar management

Tools

Excel

Accounting software

Job description

Executive Assistant - Full Time
Ray's SportsHouse | 1732 South 9th Street, St. Louis, MO

Join our dynamic team at Ray's SportsHouse, a thriving full-service restaurant where your organizational skills will play a crucial role in our success. As an Executive Assistant, you will manage essential back-office operations, ensuring smooth financial processes, vendor compliance, and staff coordination in our fast-paced environment. If you are detail-oriented and passionate about supporting a vibrant hospitality team, we want to hear from you! This job works directly with ownership and is seperate from our front and back of house teams.

Key Responsibilities

• Money in / Money out: Conduct daily sales reconciliation (POS, bank deposits, credit card batches), manage comp and void reviews, perform cash drawer audits, handle invoice entry and coding, reconcile vendor statements, schedule check runs and payments, and prepare monthly close packages for the bookkeeper or CPA.
• People: Oversee onboarding paperwork (I-9, W-4, direct deposit), maintain personnel files and certifications (food handler, alcohol service, ServSafe expirations), assist with payroll preparation (punch edits, tip declarations, overtime flags), provide scheduling support, track PTO, and keep the employee handbook and postings up to date.
• Vendors and Compliance: Manage contract and COI files, track price changes across distributors, resolve billing disputes, and maintain a compliance calendar for renewals (liquor license, health permit, business license, insurance, fire inspection, elevator/hood cleaning, pest control).
• Inventory and Cost Control: Organize weekly/monthly inventory counts, update recipe costing with vendor price changes, run food and beverage cost percentages, maintain waste logs, and flag variances for investigation.
• Reporting: Prepare a weekly one-pager for the owner detailing sales vs. last year, labor %, COGS %, and top and bottom movers, along with monthly P&L review prep and question flagging.
• Owner-Facing Admin: Manage calendar and meeting schedules, triage emails, coordinate events and private parties (contracts, deposits, BEOs), gather insurance and loan documents, and serve as the organized point of contact for lenders, landlords, and accountants.

Requirements

• Proven experience as an Executive Assistant or in a similar administrative role, preferably in the restaurant or hospitality industry.
• Strong organizational skills and attention to detail.
• Proficiency in financial reconciliation and reporting.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Familiarity with compliance regulations and vendor management.

Schedule

This is a full-time position with flexible scheduling to meet the needs of our restaurant operations. The primary hours will be 9:00 AM-5:00 PM or 10:00 AM to 6:00 PM Monday through Friday.

Why You'll Love Working Here

• Be part of a dedicated and passionate hospitality team.
• Opportunity for professional growth and development within a thriving restaurant.
• Dynamic work environment with a focus on teamwork and collaboration.
• Competitive compensation and benefits package.