Food and Beverage Administrative Assistant

Nestled at the base of majestic Snowmass Mountain, Viceroy Snowmass is a luxury resort offering unparalleled experiences in the heart of the Colorado Rockies. Renowned for its exceptional service, sophisticated accommodation, and world-class amenities, Viceroy Snowmass provides an unforgettable escape for discerning travelers. We are committed to maintaining the highest standards of quality and creating a safe, secure, and pristine environment for our guests and team members.

About the Role

The Food & Beverage Administrative Assistant is a critical support resource for the F&B Division, providing comprehensive administrative, organizational, and operational assistance to the Director of Food & Beverage and the broader F&B leadership team. This role is the administrative backbone of a fast-paced, high-volume division — ensuring that communications are prompt, documents are flawless, reservations are managed gracefully, and data is accurate so that F&B leaders can focus their full attention on driving exceptional guest experiences.

This position carries meaningful guest-facing responsibility as a key voice of the property's restaurants: managing restaurant reservations, coordinating large party bookings, and confirming reservations with the warm, polished phone etiquette expected of a Forbes Five-Star property. In an ultra-luxury environment where excellence is expected in every dimension, the F&B Administrative Assistant embodies the same service values on the administrative side as guest-facing associates do on the floor: warmth, precision, discretion, and proactivity. This individual is trusted with sensitive financial and personnel data and upholds confidentiality with the utmost integrity. Menu formatting and design contribution — including familiarity with Adobe InDesign — makes this individual a valued creative partner to the division.

Describe the role and team the candidate will be joining in 1-2 short paragraphs. This could include things like purpose of the role, about the team they will join, reporting relationships, and why the position matters.

• • Job Location: Viceroy Snowmass
  • Pay Rate: $28.00/Hour
  • Schedule: Flexible Schedule, Some Nights, Weekends, and Holidays
  • Employment Status: Full- Time Year Round
  • Start Date: ASAP
  • Accepting applications until: 08/31/2026

Duties

• Manage restaurant reservations across all dining outlets via phone, email, and reservation platforms (OpenTable, or comparable); accurately capture guest names, preferences, dietary restrictions, special occasions, and seating requests.
• Coordinate large party and group dining reservations: gather event details, communicate guest counts and menu selections to outlet managers and culinary teams, prepare confirmation correspondence, and track deposits or guarantees as required.
• Conduct reservation confirmation calls and emails with grace and professionalism; reconfirm large parties and VIP bookings in advance and communicate any special arrangements to the service team.
• Demonstrate flawless phone etiquette at all times: answer within three rings with a warm, branded greeting; speak with clarity, attentiveness, and genuine hospitality; never rush a guest.
• Serve as a knowledgeable first voice of the property's restaurants — able to speak confidently about outlet concepts, hours, dress codes, menu highlights, and special programming.
• Maintain accurate guest preference notes within reservation and PMS profiles to enable personalized recognition at every visit.
• Communicate same-day reservation changes, cancellations, and waitlist movements promptly to outlet leadership and host teams.

• Provide high-level executive administrative support to the Director of Food & Beverage Culinary Director and F&B leadership team including calendar management, correspondence handling, meeting coordination, travel logistics, and document preparation.
• Prepare, edit, and proofread a broad range of professional business documents including departmental memos, SOPs, training materials, meeting agendas, reports, and presentations to the highest standard of accuracy and presentation.
• Manage inbound and outbound communication on behalf of the F&B office including phone calls, emails, and internal correspondence; triage priorities and ensure prompt, professional responses.
• Coordinate and schedule interdepartmental meetings, F&B leadership huddles, tra