Hospitality Operations & Executive Assistant

Position Type: Part-Time with potential for Full-Time

Reports To: Owner / Hospitality Group LeadershipLocation: Rochester, NY / Greater Rochester Area

Work Style: Field-based, office-based, and remote as needed

About the Role

We are seeking a highly organized, resourceful, energetic, and entrepreneurial Hospitality Operations & Executive Assistant to provide direct support to the owner and assist with the ongoing operations, projects, and growth of our hospitality group.

This is not a traditional desk job.

The ideal candidate is someone who enjoys variety, moves quickly, can shift priorities without losing focus, and is equally comfortable working on a computer, conducting research, making phone calls, visiting properties, meeting vendors, running errands, solving unexpected problems, and helping turn ideas into action.

You will serve as a trusted extension of the owner and will play an important role in keeping both the day-to-day business and larger projects moving forward.

What You’ll Do

Executive & Personal Support

• Provide day-to-day support to the owner and hospitality group leadership.
• Manage and prioritize tasks, appointments, meetings, reminders, and follow-ups.
• Help organize information, documents, schedules, contacts, and projects.
• Anticipate needs and take initiative rather than waiting to be directed.
• Follow up with employees, vendors, contractors, partners, and other contacts.
• Handle confidential and sensitive business information professionally.
• Help keep the owner organized and focused on the highest-priority responsibilities.

Hospitality Operations

• Assist with the day-to-day operational needs of the hospitality group.
• Visit restaurants, properties, offices, and other locations as needed.
• Help identify operational issues and coordinate solutions.
• Communicate with vendors, contractors, suppliers, service providers, and business partners.
• Assist with purchasing, deliveries, supplies, equipment, and other operational needs.
• Help coordinate maintenance, repairs, inspections, installations, and other projects.
• Conduct on-site checks and report back on issues, progress, and opportunities.
• Assist with special events, openings, renovations, projects, and other hospitality initiatives.

Research & Problem Solving

A significant part of this position will involve figuring things out.

You may be asked to:

• Research vendors, products, services, regulations, pricing, competitors, and potential business opportunities.
• Find answers to questions that don’t have obvious answers.
• Compare options and make recommendations.
• Gather information from online and offline sources.
• Investigate operational problems and identify potential solutions.
• Make phone calls and communicate with businesses, government agencies, service providers, and other organizations.
• Organize research into concise, useful summaries.
• Take an idea from “we should look into this” to “here are the options and here’s what I recommend.”

Technology & Administrative Work

• Conduct extensive computer-based research and information gathering.
• Maintain spreadsheets, documents, databases, calendars, and digital files.
• Prepare reports, presentations, lists, schedules, and other materials.
• Enter and organize data accurately.
• Manage email correspondence and follow-ups as directed.
• Learn and use various business software, hospitality platforms, communication tools, and technology.
• Use technology to improve efficiency and productivity.

Special Projects

The role will evolve as the hospitality group grows.

Special projects may include:

• New restaurant or property openings
• Renovations and construction projects
• Vendor sourcing and negotiations
• Event planning and coordination
• Marketing and promotional projects
• Business research
• Purchasing and procurement
• Property and facility projects
• Developing new systems and processes
• Competitive research
• Exploring new business opportunities
• Other projects assigned by the owner

The Person We’re Looking For

We are looking for someone who is smart, resourceful, dependable, curious, and exceptionally proactive.

You should be the type of person who:

• Figures things out.
• Notices what needs to be done without being asked.
• Can juggle multiple priorities.
• Is comfortable with constant change.
• Communicates clearly and professionally.
• Is highly organized and follows through.
• Has strong attention to detail.
• Is comfortable talking …