Catering and Concessions Administrative Assistant; Hybrid

Catering and Concessions Administrative Assistant

Two Roosters Ice Cream is hiring a part-time (20 - 25 hours) Catering and Concessions Administrative Assistant to join our growing team. This hybrid role (remote and in-person) is for a self-starter who takes initiative and ownership of their work, confidently operating both as part of a team and independently.

The Catering and Concessions Administrative Assistant's primary responsibility is to support the Director of Catering and Concessions by managing a wide range of administrative tasks. This is a crucial role that ensures all events run smoothly.

Key Responsibilities

• Administrative Support:
  Proactively monitor and appropriately respond to, prioritize, and manage email communications for the Director of Catering and Concessions. Promptly escalate urgent inquiries and ensure all relevant team members receive comprehensive event details by 10:00 AM the day before each event.
• Client Communication:
  Serve as the primary point of contact for reviewing event timelines and confirming details for upcoming events (corporate, private, weddings, etc.). Draft proposals for Director review and proactively manage follow-ups on outstanding inquiries via phone and email.
• Calendar and Event Coordination:
  Maintain the master calendar for all catering and concessions events, ensuring all details are accurate and up-to-date.
• Data Entry & Reporting:
  Keep our financial records accurate by updating venue commission spreadsheets for all Catering and Concessions operations and other data tracking spreadsheets.
• Client Relations:
  Drive administrative projects that improve customer relations, such as maintaining client databases, organizing Christmas cards, thank you notes, client gifts, etc.
• Process Documentation:
  Maintain and update operating procedures to ensure consistent workflow across events.
• Event Attendance:
  Attend and represent Two Roosters Ice Cream at wedding shows throughout the year, some  dates are already known.
• Other Duties:
  Perform other administrative duties, related to catering and concession operations, as requested by management

Qualifications & Skills

• Education/
  
  Experience:
  
  High school diploma, some college and/or appropriate combination of education and work experience to support on-the-job effectiveness.
• Tech Savvy:
  Proficiency in Google Workspace. Familiarity with Honey Book, Marketman, Connect Team, Gusto, and Ramp is beneficial, as is experience using AI productivity tools (e.g., Gemini, NotebookLM), though we are happy to train the right candidate.
• Organizational
  
  Skills:
  
  Meticulous with details and highly organized.
• Communication:
  Excellent written and verbal communication skills with a focus on timely responses.
• Proactive & Adaptable:
  Can work independently, manage multiple tasks simultaneously, and adapt to changing priorities in a fast-paced environment.
• Technology Requirements:
  Must own a phone that can text and make calls; a computer that can be used for work purposes; and access to the internet.
• Deadline Management:
  Ability to prioritize competing tasks and manage multiple deadlines effectively.
• Love of ice cream:
  You enjoy eating ice cream (or non-dairy frozen desserts).
• Application Step 2:
  Email  with how you heard about this job and when you would be available to start. Any application that doesn't follow this step will not be considered.

Schedule

This is a part-time position, requiring approximately 20 - 25 hours per week, and is a hybrid role with time split working remote and working in-person at our office in North Raleigh. Working hours are somewhat flexible with the expectation that hours are worked in continuous 3-4 hour time blocks Monday - Friday 9AM-5PM and brief Saturday-Sunday event inbox monitoring.

Because catering and concessions operate seven days a week, the Administrative Assistant is expected to monitor the catering/concessions email inbox over the weekend and ensure urgent inquiries or time-sensitive matters are appropriately escalated. Weekend work will generally be limited to brief inbox monitoring, unless the employee is specifically scheduled for additional event or administrative hours.

$22 - $22 per hour