The Executive Assistant in Purchasing, Finance & Administration is a key support role that helps keep the administrative, financial, and purchasing functions running smoothly in a fast-paced restaurant, club, or lounge environment. This position ensures that the leadership team has the information, coordination, and follow-through needed to make timely decisions and maintain strong operational control.
- Purpose of the role:
To provide high-level administrative, coordination, and confidential support to the Purchasing, Finance & Administration function, helping ensure accuracy, efficiency, and organisation across daily operations. The Executive Assistant acts as a central point of contact for communication, documentation, scheduling, and task tracking, enabling the department to operate effectively and professionally.
- Position in the organisation and reporting line:
This role typically sits within the central support structure of the business, working closely with the Purchasing Manager, Finance Manager, or Director of Administration, depending on the size and structure of the venue. The Executive Assistant usually reports directly to the head of Purchasing, Finance & Administration, while also liaising with other department heads, suppliers, and external service providers.
- Key areas of responsibility:
- Manage calendars, meetings, diaries, and internal communication for senior managers.
- Prepare reports, correspondence, presentations, and meeting minutes.
- Support purchasing administration, including order tracking, invoice follow-up, filing, and vendor communication.
- Assist with finance-related administration such as document control, expense tracking, reconciliations, and coordination of approvals.
- Maintain accurate records, databases, and confidential files.
- Follow up on deadlines, action points, and cross-departmental requests to ensure tasks are completed on time.
- Provide administrative support for audits, budgets, and operational reporting as required.
- Type of person who succeeds in this role:
The most successful Executive Assistant is highly organised, discreet, proactive, and calm under pressure. They have strong attention to detail, excellent written and verbal communication skills, and the ability to juggle multiple priorities without losing accuracy. They are dependable, professional, and comfortable working with numbers, systems, and senior stakeholders in a busy hospitality setting.