Office Administrative Assistant

Job Description: Office Administrative Assistant

Company: Miss Shirley’s Management Company, Local, Award Winning, Family-Owned Restaurants
Department: Management Office Administration
Reports To: Executive Management to include the Director of Marketing & Public Relations, Director of Social Media & Marketing, and Director of Human Resources
Employment Type: Part-Time, 2-5 days/week, Flexible Hours, Some Evenings & Weekends as needed.
Location: Miss Shirley’s Cafe Management Office – 515 W Cold Spring Lane, Suite A, (Lower Level), Baltimore MD 21210

Position Summary

The Office Administrative Assistant provides administrative tasks and operational support to the Executive Management Team and Restaurant Managers across the restaurant locations – Roland Park, Inner Harbor, Annapolis & BWI Airport. This position helps ensure smooth day-to-day office operations by managing general office duties, organizing office materials and monthly inventory, assisting with marketing prep for Large Orders, coordinating communications for Donations, and supporting the needs of multiple restaurant locations.

The ideal candidate is highly organized, dependable, detail-oriented, hospitable, and comfortable working in a fast-paced hospitality environment. This individual will play an important role in supporting restaurant leadership and helping the business operate efficiently while maintaining the personal, team-oriented culture of a family-owned organization.

Essential Duties and Responsibilities

Office Administration

• Provide administrative support for the Management Team
• Answer incoming Phone Calls and Direct to the appropriate person.
• Manage General Marketing Email Inquiries and Direct to the appropriate person.
• Data Entry, including creating & updating Excel Spreadsheets
• Fill & Mail Online Gift Card & Merchandise Orders
• Fill Gift Cards for Trade/Donations/Marketing
• Manage Incoming & Outgoing Mailings
• Office Organization & Inventory
• Regular Ordering for Medical, Office & Restaurant Supplies
• Manage Monthly Merchandise Inventories for Restaurants
• Assist with Writing for Letters, Internal & External Communications

Operations Support

• Serve as an Administrative Point of Contact for Restaurant Managers.
• Communicate Important Information, and Requests between the Office and Restaurant Locations.
• Support the Coordination of Company Meetings, Team Events, Seasonal Promotions, and Special Projects.

• Assemble Marketing & HR materials including:
  • Donation & Marketing Gift Bags/Baskets
  • Hotel Bags & Hotel Reward Tracking Spreadsheet
  • Notepad Sets
  • New Hire Folders
  • Large Order Folders
• Replenish Restaurant Materials weekly including:
  • Managing Marketing & Merchandise Inventories
  • Printing & Cutting Materials
  • Restocking Restaurant Apparel
  • Restocking Merchandise
• Manage Philanthropic Donations (Responding to Emails, Putting Together Donation Materials, Coordinating Pickup)
• Assist with Prep for Large Orders including:
  • Printing/Cutting Order Labels & Display Cards
  • Restocking Label Binders

General Responsibilities

• Assist with Large Order Deliveries (Must have reliable personal vehicle)
• Assist with dropping off Marketing Materials or Restaurant Supplies to locations (Must have reliable personal vehicle)
• General Market Research to Increase Business.
• Identify Opportunities to Improve Office Organization and Administrative Procedures.
• Provide Professional and Responsive hospitality to Guests, Team Members, Vendors, and Business Partners, while in the Office.
• Perform other Administrative Duties as needed to support the Restaurants & Management Team.

Qualifications

• 1 – 3 Years Experience in a Professional Office Environment
• High School Diploma or Equivalent required; Associate or Bachelor’s Degree Preferred
• Previous Office Administration Experience Preferred.
• Restaurant, Hospitality, or Multi-Location Business Experience is a plus.
• Proficiency in Microsoft Office Suite, (Word, Excel, PowerPoint, Outlook)
• Proficient in Canva (preferred) or Adobe Creative Suite is a plus.

Key Attributes for Success

• Dependable, Professional, and Proactive.
• Must be Highly Organized, Detail Oriented & have Excellent Follow-Through.
• Excellent Time Management Skills & Multi-Tasking Abilities.
• Strong Written and Verbal Communication Skills.
• Ability to Manage Multiple Priorities in a Fast-Paced Environment.
• A Positive, Extremely Flexible (Pivot at last Minute), Team-Oriented Demeanor and willingness to assist where needed.
• Ability to Work Independently while supporting a Collaborative Team.
• Understands the importance of Hospitality, Teamwork, and the Company's Family-Owned Culture of Excellence. 

Work Environment

This position is primarily office-based, with some communication and coordination with restaurant locations. Flexibility will be required to support Operational Needs, Large Order Deliveries, Special Events, or other Business Needs.

Performance Expectations

Success in this position will be measured by the accuracy and timeliness of administrative work, organization of the office and tasks, responsiveness to restaurant teams, effective follow-up on outstanding tasks, and the ability to provide dependable, professional, positive support to the Management Team. Perform other Administrative Duties as needed.

Benefits

• Free Entrée with approved Beverage per day at the end of shift, unless a 6+ hour day. (order may be placed after 1:30 pm.)
• Eligible for Travel Pay, if commuting to Annapolis or BWI locations.
• Eligible for Paid Sick and Safe Time Off. Available after working 106 days.

Wage Range $15-$25 an hour

This job description is intended to describe the general responsibilities of the position is not all inclusive and may be adjusted as business needs evolve.