Administrative Assistant

Benefits:

401(k) matching

Dental insurance

Health insurance

Opportunity for advancement

Paid time off

We are seeking a highly organized, detail-oriented Administrative Assistant to support our growing multi-state personal chef business. This role is the operational backbone of our Private Dining (PD) program while also supporting administrative functions across HR, payroll, inventory, and systems.

This person will own execution, not just tasks. They will manage moving pieces across clients, chefs, vendors, and internal systems, ensuring events run seamlessly and administrative processes stay accurate and on track.

The ideal candidate is a resourceful problem-solver who can navigate ambiguity, spot issues early, and proactively find solutions.  

Key Responsibilities

Scheduling & Coordination

Manage calendars for private dining events

Send calendar invites and confirmations

Coordinate logistics for chefs and clients

Event Planning Support

Create and update Banquet Event Orders (BEOs)

Track client details, menus, dietary restrictions, and timelines

Ensure all event details are accurate and communicated clearly

Client Communication

Send sample menus and follow-ups

Respond to client emails professionally and promptly

Help guide clients through the booking process

Administrative Support

Data entry for invoices and payroll tracking

Maintain organized Google Sheets and CRM records (Streak CRM)

Assist leadership with day-to-day operations

Logistics Coordination

Book travel (cars, hotels) for chefs when needed

Ensure all event logistics are handled in advance

Light Sales Support

Handle inbound inquiries

Assist in guiding potential clients through services

Help convert leads into booked events (training provided)

Ideal Candidate

Extremely detail-oriented (nothing slips through the cracks)

Organized and systems-driven (you don’t rely on memory)

Comfortable managing multiple tasks at once

Professional and warm in communication (email + phone)

Proactive—you solve problems before they happen

Requirements

Strong experience with Google Workspace (Docs, Sheets, Calendar)

Experience managing calendars and scheduling

Excellent written and verbal communication

High attention to detail

Comfortable learning new systems (Streak CRM, QuickBooks basics)

20-25 hours/week w/ potential to grow into full-time

Preferred Skills

Experience in hospitality, events, or restaurant industry

Administrative or executive assistant background

Experience with CRM tools or invoicing systems

Application Instructions

In addition to this application, please send an email to Drew@DownToEarthCuisine.com w/ the following:

A brief note explaining why this role is a good fit for you

Your current location (city + state)

Applications without these details will not be considered.

This is a remote position.