Food & Beverage Administrative Assistant

kimptonhotelsandrestaurantscareers; Town of Florida (NY); On-site; USD 52,000 - 75,000; Full time

Job summary

Kimpton Hotels & Restaurants is seeking an proactive office professional to support multiple departments in a fast-paced environment. You will manage calendars, coordinate meetings and travel, and assist with budgeting, onboarding, and special projects.

Ideal candidates bring 3+ years in hospitality or related fields, strong MS Office skills including payroll and HR systems, and impeccable organization with a can-do attitude. Weekend/holiday flexibility is preferred.

Qualifications

• High School Diploma preferred.
• 3 years experience within hospitality or similar industry preferred.
• Flexible schedule, able to work weekends and holidays.
• Advanced MS Office; payroll, HR systems, and SharePoint experience.
• Excellent organization and confidentiality.

Responsibilities

• Manage calendars and prioritize time with discretion.
• Arrange ongoing/recurring and ad hoc meetings and conference calls.
• Schedule conference rooms and set up AV/online meeting tools; arrange meals when needed.
• Coordinate meeting logistics and travel arrangements as required.
• Compose, proofread, edit, and format written correspondence and agendas.
• Oversee invoices to ensure timely approvals and support monthly budget reconciliation.
• Run onboarding for new hires and assist with special projects.
• Perform general office duties including greeting visitors, ordering supplies, and mail distribution.

Skills

Microsoft Office

Payroll systems

SharePoint

Organization

Time management

Education

High School Diploma preferred

Tools

HR systems

Job description

Why We're Here

We believe heartfelt, human connections make people's lives better. Especially the people who work here.

Our founder, Bill Kimpton rebelled against impersonal, generic hospitality that makes people feel disconnected. He initiated a new boutique hotel standard and environment where people could connect, from the heart. That was the goal then, and it is still our purpose today.

Your work here has meaning. You're here to improve the lives of coworkers, guests, owners, communities, and together we make that happen. It's what drives all that we do. Every day you can improve lives in your own, unique way and you can expect the same in return. It all starts with you.

How We're Different

Our San Francisco-born entrepreneurial spirit and zest for life kick started this culture in 1981, and it shines through to this day.

It all flows from you. The lively, rebellious, genuine you - with your diverse background, talents, experiences, and plucky personality - is fully welcome, and celebrated here. Because we know that when people can be themselves at work, they shine.

That's what we seek out and celebrate. It's people of all kinds who share a knack for creativity and self-leadership. People who don't need to be told what to do to get things done. People who have an innate passion for making others' lives better.

It adds up to a work environment that's a bit quirky, irreverent, exciting, uncommon, empowering, and downright exceptional. Guests feel it; you'll feel it too.

What You'll Do

You're a self starter who can seamlessly integrate in our world, eager to learn about the business and can efficiently support the needs of our departments. We're looking for someone who has great attention to detail, takes initiative, and enjoys the challenges of working in a dynamic office environment.

Some of your responsibilities include:

• Manage calendars and dedicatedly prioritize time as required, using expert discernment and discretion.
• Arrange ongoing/recurring as well as ad hoc meetings and conference calls.
• Schedule conference rooms, set up audio visual or online meeting tools, order meals if needed, and overall event coordination.
• Coordinate and ensure meeting logistics are in place.
• Create systems to help balance priority issues and timely deadlines through email management and support other practices.
• Refer or delegate business issues or questions to others for resolution on behalf of team.
• Track action items using a follow-up system, tool or process, communicate and report on status.
• Book travel arrangements, including air or ground transportation, hotel accommodations, providing travel support as needed including adjustments to itineraries, shipping of materials, and other on-the-fly needs.
• Compose, proofread, edit, and format written correspondence, agendas, and documents and assist with guest letters, amenities or internal phone lists.
• Follow through on all invoices to ensure approvals and checks are cut in a timely manner, and support monthly team budget reconciliation processes as necessary, prepare expense reports.
• Run onboarding process for new hires, assist with special projects on an as-needed basis, including managing and tracking projects.
• Perform general office duties such as greeting scheduled visitors, ordering supplies, shipping, mail distribution, answering phones, filing, copying, faxing, and more.

What You Bring

• High School Diploma is preferred.
• 3 years of experience within hospitality or similar industry is preferred.
• Flexible schedule, able to work weekends and holidays.
• Present research in an organized fashion.
• Advanced skills in the use of Microsoft Office Suite, as well as working knowledge with specific applications such as payroll, HR systems, and SharePoint.
• Comfort with ambiguity at times and can think on your feet.
• Inventive and resourceful problem solving skills.
• Excellent follow-through on completion of tasks and responsibilities with a high degree of quality control and confidentiality.

Differences make a difference. We are committed to creating a culture that reflects the diversity of our hotel and restaurant guests. With that goal in mind, we encourage each of our employees to understand, accept, and celebrate differences among people. That includes different personalities, lifestyles, work styles, education, and experience. We also welcome and embrace people of all races, ethnicities, ages, religions, physical abilities, sexual orientation, gender identities and genders. For our complete EEO policy click here.

Be Yourself. Lead Yourself. Make it Count.