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Executive Administrative Assistant / Office Coordinator

Company: California Fish Grill
Location: Irvine
Posted on: November 19, 2021

Job Description:

WORK TO BE PERFORMED

OVERALL RESPONSIBILITIES:

  • Provides administrative support for Executives, Operations and Board members such as correspondence, setting up meetings, calendars, conference calls, travel arrangements and coordination of breakfast and lunch for various meetings.
  • Assisting with New Store Openings in the ordering of various items and or equipment as well as organizing VIP events and Ribbon Cutting Ceremonies.
  • Coordinate with Human Resources and department supervisors on new hire office orientation for ordering of supplies and set up of area.
  • Provide information and resources to all employees on building amenities, office keys and access cards, parking and general building rules and regulations.
  • Identify and meet needs of internal and external vendors.
  • Receiving requests for, and the ordering of, office furniture and supplies.
  • Provides guest interaction analysis to Operations team and responds to and follows up on guest issues as needed.
  • Assists CFO by preparing reports and financial data for board meetings.
  • Create Real Estate Site submittal books for Board review.
  • Primary contact with building management/landlord (i.e. office repairs/maintenance, security, cleaning crew).
  • Maintain Commercial Information (letters, lease documents, project documents, etc.) archives on SharePoint and network file locations.
  • Prepare expense reports and ensure submission in a timely manner for CEO, CFO and other executives.
  • Send comp and gift cards out for guest issues and donation requests.
  • Manages Employee Meal Card program, such as quarterly reloading of funds, issuing cards to new employees and replacing invalid or lost cards.
  • Manages inventory and ordering of gift cards, comp cards, envelopes, and holders.
  • Completes monthly gift card and credit card reconciliation reports.
  • Communicate and organize Charity and organization requests or partnerships such as Feed the Frontline and meal donations.
  • Point person for any miscellaneous questions, concerns, problems, or requests as they relate to the California Fish Grill Restaurant Support Center.
  • Maintains and updates organizational chart, locations rosters and location information for LL reporting purposes.
  • Maintains and manages office calls and distribution of voicemails, visitors, collection and distribution of weekly mail bags.
  • Maintains and manages inventory of food, drinks, office supplies and cleanliness of break room and equipment.
  • Assists with company events such as: Holiday Party, GM conferences, Senior Team events, and others.
  • Assists Director of Marketing in various projects such as TV/Radio advertisements, Culinary Clash

    ADDITIONAL DUTIES:

    Performs other duties and responsibilities as required or requested

    KNOWLEDGE, SKILLS AND ABILITIES

    STRONG WORKING KNOWLEDGE OF:

    • Strong experience with Photoshop, Word, Excel, Outlook, Access and PowerPoint programs.
    • Excellent organizational, time management and communication (both written and oral) skills.
    • Excellent hospitality and teamwork skills.
    • Demonstrated proficiency in various PC applications including Microsoft Excel, Word and Outlook.
    • Excellent follow up and follow through skills.

      ABILITY TO:

      • Correspond professionally and timely with vendors, guests and team members both in the field and RSC.
      • Work independently and manage multiple tasks.
      • Prepare and maintain records and reports.
      • Ability to take direction and research projects.
      • Ability to type 75+ WPM.
      • Establish and maintain effective working relationships with team members, vendors and the field.
      • Handle high volume emails.
      • Prioritize crisis, problems and needs.

        CORE COMPETENCIES:

        • Initiative
        • Adaptability
        • Team Player
        • Optimizes Work Processes
        • Makes Sound Decisions
        • Detail Oriented

          MINIMUM QUALIFICATIONS

          • Business or related degree preferred.
          • 1-4 years related education / experience or an equivalent combination of education and experience sufficient to perform the essential functions of this position.
          • Restaurant or hospitality experience a plus.
          • Shorthand a plus.
          • Able to perform computations with reasonable speed and accuracy.
          • Familiarity with clerical practices, office procedures and automated equipment.

            WORKING CONDITIONS

            Office environment. When warranted, employee may be required to work beyond normal working hours at the office, as needed to meet guest or field team member requirements. Restaurant Support Center regular hours are Monday through Friday from 8am-5pm.

            • Ability to handle multiple tasks.
            • Frequent sitting.
            • Handling and being exposed to sensitive and/or confidential material.
            • Occasional walking, reaching with hands and arms, stooping and kneeling.
            • Maintain composure when dealing with staff and occasionally under conditions of urgency and/or pressure situations.

              Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

              The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Keywords: California Fish Grill, Irvine , Executive Administrative Assistant / Office Coordinator, Administration, Clerical , Irvine, California

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