Administrative Assistant

Job Purpose

The Administrative Assistant supports the Head of Catering Division in managing the administrative, operational, and coordination aspects of both luxury event catering and corporate catering activities. The role ensures that all back-office, documentation, and communication processes are executed efficiently to maintain the highest operational and service standards expected from a premium catering brand.

Key Responsibilities

1. Administrative & Operational Support

• Handle day-to-day administrative duties including correspondence, filing, document control, and office coordination.
• Prepare and manage quotations, proposals, contracts, purchase orders, and invoices across both event and corporate catering projects.
• Maintain accurate and organized records for clients, suppliers, and internal documentation.
• Support the Head of Catering Division in preparing reports, presentations, and internal communications.
• Coordinate with finance and procurement on expense reports, petty cash, and supplier payments.

2. Event & Project Coordination

• Assist in planning and coordination of luxury events and corporate catering projects, ensuring alignment across culinary, logistics, and service teams.
• Manage event documentation including production sheets, client briefs, and function orders.
• Liaise with venues, suppliers, and brand partners to ensure logistics, deliveries, and permits are properly arranged.
• Support in scheduling tastings, walkthroughs, and post-event reports.

3. Corporate & Contract Catering Support

• Maintain and update daily service schedules, delivery plans, and client consumption logs for corporate accounts.
• Coordinate menu rotations, delivery timing, and service standards with the kitchen and operations teams.
• Support contract renewal documentation, client reporting, and performance tracking.

4. Procurement & Supplier Coordination

• Issue and follow up on purchase orders and supplier deliveries.
• Maintain supplier lists, pricing sheets, and cost-tracking records.
• Coordinate with the kitchen and logistics team to monitor inventory and ensure timely replenishment.

5. Communication & Internal Coordination

• Act as the communication bridge between the Head of Catering Division and cross-functional teams (culinary, logistics, HR, finance, design).
• Manage internal calendars, meeting agendas, and action item follow-ups.
• Handle client and supplier calls and emails with professionalism, ensuring timely responses and updates.

6. HR & Training Support

• Assist with onboarding documentation and scheduling of new catering staff.
• Maintain updated records of training, certifications, and performance evaluations for service and kitchen teams.
• Support event staffing coordination and availability tracking.

Key Skills & Competencies

• Exceptional organizational and multitasking skills with high attention to detail.
• Strong written and verbal communication in English (French an advantage).
• Excellent command of Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Discretion and professionalism when handling sensitive client information.
• Calm under pressure, adaptable to last-minute changes, and comfortable in a fast-paced environment.
• Understanding of luxury hospitality standards and client service etiquette.

Qualifications & Experience

• Bachelor's degree or diploma in Hospitality Management, or related field.
• Minimum 3 years of experience in administrative or coordinator roles, preferably within catering, hospitality, or events.
• Prior experience supporting senior management or operations in a luxury or B2B environment preferred.

Working Conditions

• Primarily office-based with regular visits to event venues, kitchens, and partner sites.
• Flexibility required to support events during evenings, weekends, and holidays when needed.