Operations Assistant

We’re seeking a systems-thinking, proactive, detail-oriented Operations Assistant to support and streamline our growing business. This part-time role is ideal for someone with a startup mindset who’s eager to contribute across administrative, customer service, operational, and sales‑driven projects.

Briefly describe your experience and why you want to work with Meal Mate DC *

Meal Mate DC is a local boutique kitchen coaching and personal chef service caring for clients of varying tastes and needs in the Washington DC area (and sometimes further!). We hold a high standard for client care and service experience, whether through our weekly in-home meal preparations, elevated private dinners, or compassionate one-on-one kitchen coaching. We believe that effective organizational systems and a high caliber of team care are essential for delivering the quality we commit to.

We’re seeking a systems-thinking, proactive, detail-oriented Operations Assistant to support and streamline our growing business. This part-time role is ideal for someone with a startup mindset who’s eager to contribute across administrative, customer service, operational, and sales‑driven projects.

A Creative Problem-Solver–you believe that “if it ain’t broke”, it could still be better

Startup‑Ready & Organized—you work well in a dynamic, fast‑paced, small‑team environment

A Strong Communicator—you are friendly, professional, and clear in written, verbal, and in-person interactions with clients and team

Detail‑Oriented—you are comfortable juggling multiple tasks with precision

Tech‑Savvy—you are experienced with email, calendars, spreadsheets, and basic project management tools (e.g. Google Workspace, Asana)

A Team Player—you have strong interpersonal skills and collaborate well towards a shared goal

Adaptable—you are open to jump into ambiguous situations in a quick changing environment

1. Client & Event Coordination

Manage service bookings and internal calendars

Triage and respond to email/phone communications from leads, clients, and vendors

Nurture client leads and onboard new clients
Coordinate event logistics: finalized menus, dietary needs, guest count, equipment, travel, and staffing

Support event execution: setup, closeout, grocery orders/pickups, deliveries, organizing materials

Develop client documents: agreements, menu/event summaries, intake & feedback forms

Maintain internal database of client/event info, recipes, and menus

Assist with digital and print marketing materials and strategies

2. Staff Support & Team Operations

Support with hiring, onboarding, and training new employees

Assist in ongoing training and development for existing team

Ensure key information, guidance, and policies are documented, organized, and accessible

Coordinate team communications, meetings, and events

Help manage staffing requirements and team calendars

Support staff with day-to-day HR questions, site work needs, and internal systems

3. Finance & Administrative Support

Oversee client payments and invoicing

Process staff payroll and expense claims accurately and promptly

Manage bookkeeping system, staff credit cards, and account-related needs

Track receipts and financial documentation

4. Systems & Performance Improvement

Monitor KPIs (e.g. bookings, lead response time, client satisfaction, scheduling accuracy)

Conduct research on operations or HR topics as needed

Learn and support team use of tools like Google Workspace, Notion

Implement and refine systems for workflow efficiency and team/client satisfaction

Participate in brainstorming sessions for menu design, sales/marketing, and service enhancements

5. Ad Hoc

Other Services as agreed upon

Flexible Hours:
Work 15-20 hrs/week with flexibility to suit your schedule

Room to Grow:
Shape company systems and culture while stepping into a variety of roles

Start‑Up Energy:
Be part of a growing relationship-based, chef‑led team focused on care and quality

Location:
Hybrid in the Washington DC metro area. In-person responsibilities will occur at various event locations, storage sites, stores and vendor locations, across the Washington DC metro area. Local travel required.

Hours: part-time

Compensation & Benefits: $23/hr, with travel mileage reimbursed, non-exempt

Start Date: ASAP (August/September 2025 preferred)

You must be legally authorized to work in the United States. We are unable to sponsor applicants for employment visas.

You must be open to work outside of traditional business hours. As a culinary service based business, our work often occurs in the evenings, nights, weekends, and occasional holidays. You’ll be offered flexible working days to accommodate for this.