Administrative Assistant

Summary Assists with administrative and clerical processes in support of the Food Operations team. Includes both routine and non-routine administrative assignments in support of the efficient operation of the overall Department. Essential Functions Provides comprehensive administrative support and performs clerical duties for food operation leaders, including calendar management, meeting coordination, email correspondence, expense reports, travel arrangements, office supplies and ordering, and routine correspondence. Prepare, format, and distribute routine correspondence, reports, presentations, and departmental communications Assists with processing purchase orders, and invoice payment processing. Analyzes, compiles, updates and maintains department reports on spreadsheets, Word, and databases. Refers project data/information to the appropriate parties. Schedules and coordinates meetings, project meetings and/or conference calls with internal and external clients and vendors. Distribute meeting minutes, initiates and follows-up with action items and Project Management. Maintains and archive electronic and hard-copy department files Processes project security clearances, reprographic and express delivery orders, office supply and maintenance orders. Assists office manager when needed. Order and manage office supplies/inventory for Food Operation team. Coordinate maintenance of office equipment with appropriate vendors. Supports basic tracking of administrative expenses and expenditures, ensuring documentation accuracy. Assists, tracks and maintains Management Food ServSafe and Alcohol Beverage Control certification status. Manages and coordinates onboarding logistics for new management members, including onboarding plan, equipment requests, system access and workspace readiness. Manages and communicates food operations master calendar, seasonal programs and key project milestones. Manages Team Member meal/snack vouchers, Team Member of the Month and Achievers programs Maintain general suite order and cleanliness. Ensure department office environment is maintained professionally and aesthetically to receive visitors. Exercise professionalism, discretion, and confidentiality in handling sensitive information. Performs other administrative duties and special projects as assigned to support overall departmental efficiency.