Executive Assistant - Full Time
Ray's SportsHouse | 1732 South 9th Street, St. Louis, MO
Join our dynamic team at Ray's SportsHouse, a thriving full-service restaurant where your organizational skills will play a crucial role in our success. As an Executive Assistant, you will manage essential back-office operations, ensuring smooth financial processes, vendor compliance, and staff coordination in our fast-paced environment. If you are detail-oriented and passionate about supporting a vibrant hospitality team, we want to hear from you! This job works directly with ownership and is seperate from our front and back of house teams.
Key Responsibilities
- Money in / Money out: Conduct daily sales reconciliation (POS, bank deposits, credit card batches), manage comp and void reviews, perform cash drawer audits, handle invoice entry and coding, reconcile vendor statements, schedule check runs and payments, and prepare monthly close packages for the bookkeeper or CPA.
- People: Oversee onboarding paperwork (I-9, W-4, direct deposit), maintain personnel files and certifications (food handler, alcohol service, ServSafe expirations), assist with payroll preparation (punch edits, tip declarations, overtime flags), provide scheduling support, track PTO, and keep the employee handbook and postings up to date.
- Vendors and Compliance: Manage contract and COI files, track price changes across distributors, resolve billing disputes, and maintain a compliance calendar for renewals (liquor license, health permit, business license, insurance, fire inspection, elevator/hood cleaning, pest control).
- Inventory and Cost Control: Organize weekly/monthly inventory counts, update recipe costing with vendor price changes, run food and beverage cost percentages, maintain waste logs, and flag variances for investigation.
- Reporting: Prepare a weekly one-pager for the owner detailing sales vs. last year, labor %, COGS %, and top and bottom movers, along with monthly P&L review prep and question flagging.
- Owner-Facing Admin: Manage calendar and meeting schedules, triage emails, coordinate events and private parties (contracts, deposits, BEOs), gather insurance and loan documents, and serve as the organized point of contact for lenders, landlords, and accountants.
Requirements
- Proven experience as an Executive Assistant or in a similar administrative role, preferably in the restaurant or hospitality industry.
- Strong organizational skills and attention to detail.
- Proficiency in financial reconciliation and reporting.
- Excellent communication and interpersonal skills.
- Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
- Familiarity with compliance regulations and vendor management.
Schedule
This is a full-time position with flexible scheduling to meet the needs of our restaurant operations. The primary hours will be 9:00 AM-5:00 PM or 10:00 AM to 6:00 PM Monday through Friday.
Why You'll Love Working Here
- Be part of a dedicated and passionate hospitality team.
- Opportunity for professional growth and development within a thriving restaurant.
- Dynamic work environment with a focus on teamwork and collaboration.
- Competitive compensation and benefits package.
Join the Team
If you're ready to take your career to the next level and contribute to the success of Ray's SportsHouse, we encourage you to apply today!