F&B Administrative Assistant

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We are driven to create a future where people and place enrich one another. We are wholly committed to rooting ourselves more deeply in every place we are in while setting new benchmarks for positive impact. As a pioneering collective with a common purpose, we curate extraordinary moments and honor the soul of every place along our journey.At Rosewood Hotel Group, we answer The Calling. Together, we Make the Place.
The Role

The Culinary & F&B Administrative Assistant provides high-level administrative and coordination support to the Culinary and Food & Beverage teams, ensuring effective communication, accurate documentation, timely follow-up and seamless coordination across departments. The role supports departmental reporting, purchasing and invoice administration, associate-related processes, meetings, events and daily operational requirements while maintaining the highest standards of confidentiality, organization and professionalism.
Key Responsibilities
Provide comprehensive
administrative support to the Culinary and Food & Beverage leadership teams
, ensuring smooth day-to-day organization and follow-up.
Manage
calendars, meetings, appointments and departmental communications
, including preparation of agendas, minutes and follow-up actions.
Support the preparation and maintenance of
reports, presentations, forecasts, budgets and departmental documentation
.
Coordinate
purchase requests, invoices, expense reports and documentation
, liaising with Purchasing, Finance and other hotel departments.
Maintain accurate
departmental records, filing systems, contracts, menus, price lists and operational documentation
.
Assist with
staff administration
, including attendance records, schedules, vacation planning, training coordination and communication with Talent & Culture.
Support Culinary and F&B leaders with
recruitment, onboarding and departmental orientation logistics
for new associates.
Coordinate
internal meetings, tastings, events and operational activities
, ensuring all relevant stakeholders are informed.
Assist with the preparation and updating of
menus, beverage lists, banquet information and other F&B collateral
, coordinating with Marketing when required.
Monitor and follow up on
departmental deadlines, action plans and operational requests
.
Facilitate communication between
Kitchen, Restaurants & Bars, Banqueting, Purchasing, Finance, Talent & Culture, Engineering and other departments
.
Handle confidential information and sensitive documentation with
discretion and professionalism
.
Support the Culinary and F&B leadership teams during
special events, VIP activities, audits and peak operational periods
.
Act as a central point of coordination for
suppliers, internal departments and external partners
when administrative follow-up is required.
Contribute to an organized and efficient department by
anticipating administrative needs, identifying priorities and ensuring timely follow-up
.
Required Qualifications & Experience
Previous experience in an
administrative, coordination or support role
, preferably within hospitality, restaurants, luxury hotels or a similar fast-paced environment.
Previous exposure to
Culinary, Food & Beverage or hotel operations
is highly desirable.
Strong proficiency in
Microsoft Office
, particularly Excel, Word, PowerPoint and Outlook.
Excellent command of
English and Italian
, both written and spoken. Additional languages are an advantage.
Strong numerical and administrative skills, with confidence handling
reports, invoices, purchase documentation and basic financial information
.
Ability to manage
multiple priorities and deadlines
while maintaining a high level of accuracy and attention to detail.
Previous experience working with hotel management, purchasing, scheduling or HR systems is considered an advantage.
High school diploma or equivalent required; a degree or professional qualification in
Hospitality, Business Administration or a related field
is preferred.
We offer a competitive salary ranging from €24,000 to €27,000 gross per year, depending on experience, expertise, and alignment with the requirements of the role.
Key Skills & Competencies
Exceptional organization and attention to detail
Strong
planning, coordination and time-management skills
Excellent
written and verbal communication
Ability to anticipate needs and provide
proactive administrative support
Strong interpersonal skills and ability to work effectively with both
operational and corporate/support departments
Comfortable working in a
dynamic, high-volume environment
with changing priorities
Stron