Food and Beverage Administrative Assistant

Position Overview 

The Food & Beverage Administrative Assistant is a critical support resource for the F&B Division, providing comprehensive administrative, organizational, and operational assistance to the Director of Food & Beverage and the broader F&B leadership team. This role is the administrative backbone of a fast-paced, high-volume division — ensuring that communications are prompt, documents are flawless, reservations are managed gracefully, and data is accurate so that F&B leaders can focus their full attention on driving exceptional guest experiences.

This position carries meaningful guest-facing responsibility as a key voice of the property's restaurants: managing restaurant reservations, coordinating large party bookings, and confirming reservations with the warm, polished phone etiquette expected of a Forbes Five-Star property. In an ultra-luxury environment where excellence is expected in every dimension, the F&B Administrative Assistant embodies the same service values on the administrative side as guest-facing associates do on the floor: warmth, precision, discretion, and proactivity. This individual is trusted with sensitive financial and personnel data and upholds confidentiality with the utmost integrity. Menu formatting and design contribution — including familiarity with Adobe InDesign — makes this individual a valued creative partner to the division.

Restaurant Reservations & Guest Communication

• Manage restaurant reservations across all dining outlets via phone, email, and reservation platforms (OpenTable, or comparable); accurately capture guest names, preferences, dietary restrictions, special occasions, and seating requests.
• Coordinate large party and group dining reservations: gather event details, communicate guest counts and menu selections to outlet managers and culinary teams, prepare confirmation correspondence, and track deposits or guarantees as required.
• Conduct reservation confirmation calls and emails with grace and professionalism; reconfirm large parties and VIP bookings in advance and communicate any special arrangements to the service team.
• Demonstrate flawless phone etiquette at all times: answer within three rings with a warm, branded greeting; speak with clarity, attentiveness, and genuine hospitality; never rush a guest.
• Serve as a knowledgeable first voice of the property's restaurants — able to speak confidently about outlet concepts, hours, dress codes, menu highlights, and special programming.
• Maintain accurate guest preference notes within reservation and PMS profiles to enable personalized recognition at every visit.
• Communicate same-day reservation changes, cancellations, and waitlist movements promptly to outlet leadership and host teams.

Administrative & Executive Support

• Provide high-level executive administrative support to the Director of Food & Beverage Culinary Director and F&B leadership team including calendar management, correspondence handling, meeting coordination, travel logistics, and document preparation.
• Prepare, edit, and proofread a broad range of professional business documents including departmental memos, SOPs, training materials, meeting agendas, reports, and presentations to the highest standard of accuracy and presentation.
• Manage inbound and outbound communication on behalf of the F&B office including phone calls, emails, and internal correspondence; triage priorities and ensure prompt, professional responses.
• Coordinate and schedule interdepartmental meetings, F&B leadership huddles, training sessions, vendor appointments, and property tours; prepare meeting materials, take minutes, and distribute action items.
• Maintain meticulous electronic and physical filing systems for departmental records, vendor contracts, licensing documentation, inspection reports, and compliance materials.

Menu Formatting & Design

• Format, update, and proof all outlet menus — dining, beverage, wine, in-room dining, and event menus — ensuring typographic consistency, accurate pricing, current allergen information, and adherence to brand identity standards.
• Apply menu design experience to lay out new menus and seasonal updates with elegant typography, proper spacing, and luxury-appropriate aesthetics.
• Utilize Adobe InDesign (where proficient) to produce print-ready menu files, event collateral, table cards, and special occasion inserts; coordinate with Marketing and approved print vendors on production.
• Maintain the master menu database and version archive ensuring every outlet is serving from the current approved menu at all times.
• Support the creation of visually polished internal documents, training decks, and event signage consistent with the property's brand standards.

Financial Administration & Reporting

• Assist in the preparation, formatting, and distribution of weekly, monthly, and quarterly F&B financial reports, budget variance summaries, and departmental KPI dashboards.
• Process purchase orders, invoices, expense reports, and check requests in accordance with established approval workflows and financial controls; liaise with Accounts Payable to resolve discrepancies.
• Maintain and update departmental budgetary tracking spreadsheets; flag approaching spending thresholds or anomalies for leadership review.
• Assist in compiling data for annual budget presentations, business plan submissions, and capital expenditure proposals.

Operational Coordination & Special Projects

• Coordinate onboarding logistics for new F&B associates including offer letters, uniform requisitions, system access requests, and orientation scheduling.
• Assist with the logistics of F&B special events, VIP dining experiences, wine dinners, press visits, and culinary activations; compile function sheets, guest lists, and post-event reports.
• Maintain up-to-date F&B divisional organizational charts, contact directories, and associate records.
• Support the Director of F&B with special projects, brand initiatives, and research assignments; prepare presentations and competitive analysis documents as requested.
• Administer the F&B department intranet or SharePoint site; ensure all SOPs, training documents, and announcements are current and accessible.

Location: Viceroy Snowmass - Snowmass Village, CO

Start Date: ASAP

Employment Type: Non-Exempt, Full Time Year Round

Schedule: Flexible schedule, some nights, some weekends and some holidays possible

Pay Rate: $28.00 per hour

Benefits & Perks:

    Health Insurance - Choose from three plans!

    Dental, Vision, & Accident Insurance

    401(K) Plan with Employer Match Life Insurance

    Ski Pass or Equivalent Bonus

    Paid Time Off & Paid Sick Time

    Career Development Trainings

    Discounts at Eye Pieces & Venture Sports

    Sabbatical Program

    $500 Referral Program

    Employee Assistance Program

Open Until Filled and Fill by 7/31/2026

Education: Associate's or Bachelor's degree in Hospitality Management, Business Administration, Communications, Graphic Design, or a related field beneficial.

Experience: Minimum 2–3 years of progressive administrative experience, ideally within a luxury hotel, resort, or fine dining environment. Restaurant reservations experience — including large party coordination and confirmation workflows — strongly preferred. Experience supporting executive-level leadership preferred.

Communication Skills: Exceptional phone etiquette and verbal communication skills required; a warm, articulate, unhurried telephone presence consistent with Forbes Five-Star standards. Excellent written communication in English required; bilingual proficiency (Spanish, French, Mandarin, or other) an asset.

Technical Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) required. Experience with OpenTable, or comparable reservation platforms strongly preferred.

Design Skills: Menu formatting and design experience desired; demonstrated eye for typography, layout, and luxury brand aesthetics. Adobe InDesign software experience or working knowledge a significant bonus; Canva or comparable layout tools acceptable.

Attributes: Exceptional typing speed and accuracy; proven ability to handle confidential personnel, financial, and guest information with absolute discretion.

At East West our Vision is to be the most trusted hospitality services company and employer of choice, built on genuine and enduring relationships. We believe in doing the right thing for each other, our community, our environment, and those we serve. We hope you’ll consider joining us! Visit our website to learn more about East West at eastwest.com.

East West Hospitality is an equal opportunity employer and participates in E-verify.

Viceroy Hotels & Resorts inspires travelers with one-of-a-kind authentic lifestyle experiences that bring together provocative design and intuitive service in sought-after locations. A leader in modern luxury, Viceroy’s vibe-led hospitality is guided by the brand promise "Remember to Live," an affirmation to create lifelong memories for each and every guest. As an industry leader in creativity and innovation, our hotels draw upon the diverse backgrounds and talent of our extraordinary team for optimal success.