ADMINISTRATIVE ASSISTANT FOR EXECUTIVE CHEF

About our Company  

Ponte Family Estate Winery opened in 2003 and is a California based company operating in the heart of the Temecula Wine Country. We have been farming our vineyards since 1984 and are a real working winery, growing and producing over 20 estate grown varietals within certified sustainable facilities.

We are located right next to our Four Diamond, 90 room, boutique hotel Ponte Vineyard Inn. We are surrounded by 300 acres of mature vineyards and views of rolling hills. We are a short drive from most of Southern California and enjoy hosting folks who want a break from city life. Our guests visit us seeking a relaxing day or overnight stay in the country.

We have become the benchmark for great service among Temecula wineries. Our associates are dedicated to delighting guests by providing excellent hospitality and serving great wine and food in a beautiful environment.  

Job Summary:

The Administrative Assistant to the Executive Chef provides administrative and operational support to the Executive Chef and culinary leadership team. This role assists with scheduling, document preparation, purchasing coordination, inventory tracking, and communication between culinary, front-of-house, and other departments. The position also helps maintain compliance records, food safety documentation, and departmental files. 

Compensation: $24.00 hourly

Schedule: 

• Part-time
• Monday-Friday, 9:00am-1:00pm

Essential Duties and Responsibilities:

Administrative & Office Support

• Manage calendars for culinary leadership, schedule meetings, and coordinate internal communication.
• Prepare, update, and organize departmental documents, reports, and training materials.
• Maintain filing systems, digital records, and confidential personnel information.
• Assist with onboarding paperwork, training schedules, and communication for new hires.
• Purchasing, Inventory & Vendor Coordination:
• Coordinate with accounting regarding invoice coding and month-end reporting.
• Support ordering of food, supplies, uniforms, and equipment based on kitchen needs.
• Maintain inventory spreadsheets.

Operational & Culinary Support

• Update and format menus, recipe sheets, prep lists, and event documentation.
• Assist with planning and administrative tasks for special events, tastings, and seasonal menu rollouts.
• Communicate effectively between culinary staff, front-of-house teams, events, and other departments.
• Support scheduling efforts and track employee attendance or coverage needs.

Compliance & Safety

• Maintain and update food safety logs, temperature records, and sanitation documentation.
• Manage SDS (Safety Data Sheets), health inspection requirements, and compliance binders.
• Track required certifications and assist with scheduling food handler or food safety trainings.

Knowledge & Abilities:

• Bilingual in English and Spanish is preferred.
• Proficient in the use of MSWord, Excel, PowerPoint, Outlook.
• Knowledge of administrative and clerical procedures and systems, such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Ability to work independently, handle multiple tasks simultaneously and manage one's own time and the time of others.
• Excellent written and verbal communication skills and the ability to use discretion with regard to confidential matters.
• Possess the ability to handle a multitude of projects simultaneously.
• Maintain a professional and organized appearance of the department.