[RWROM] - F&B Administrative Assistant

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.
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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
* Strong sense of ownership, reliability and follow-through
* High level of discretion and confidentiality
* Service-oriented mindset with a genuine interest in hospitality and guest experience
* Collaborative approach and ability to build positive relationships across different teams
* Good analytical ability and confidence working with data, spreadsheets and depart