Record Assistant Jobs in Oregon (NOW HIRING)

Description

Grounded Hospitality is a multi-concept hospitality company rooted in regenerative agriculture, thoughtful hospitality, and meaningful guest experiences. Our portfolio includes Grounded Table, The Pub, Ground Market, catering & events, Inn the Ground, and a growing collection of retreats and wellness experiences. 

Job Summary: 

The Administrative Assistant, Hospitality & Connection provides day-to-day administrative support to the Director of Hospitality & Connection, helping keep multiple areas of the business organized and running efficiently. This role supports a diverse portfolio that includes catering & events, restaurant operations, farm product sales, and retreat programming. 

The ideal candidate is organized, dependable, detail-oriented, and enjoys working behind the scenes to keep projects, schedules, and communications on track. They thrive in a fast-paced hospitality environment, can manage multiple priorities, and take pride in providing exceptional administrative support to both leadership and the broader team. This is a full-time, on-site position based primarily in Carlton, Oregon with occasional work at other Ground locations. 

This role is ideal for someone who enjoys variety. One day you may be preparing event contracts, the next organizing retreat materials, coordinating restaurant meetings, or updating sales reports. If you enjoy keeping people organized and supporting meaningful hospitality experiences behind the scenes, you'll thrive here. 

What You'll Do 

Administrative Support 

• Manage calendars, schedule meetings, and coordinate appointments.  
• Prepare documents, reports, meeting agendas, and correspondence.  
• Organize electronic and paper files.  
• Take meeting notes and track follow-up items.  
• Help maintain project timelines, checklists, and shared calendars.  
• Coordinate meetings between departments.  

Sales & Operations Support 

• Prepare event paperwork, contracts, proposals, and invoices.  
• Maintain customer and event records.  
• Assist with administrative tasks related to catering and event sales.  
• Help coordinate internal communication between sales and operations.  

Retreat & Hospitality Support 

• Assist with registrations, participant communications, schedules, and materials.  
• Coordinate hospitality details for guests and presenters.  
• Support special projects and company events as needed. 

Requirements

What We're Looking For 

Experience in hospitality, restaurants, catering, events, or guest services is strongly preferred, as it provides valuable familiarity with the pace, terminology, and operational rhythms of our business. 

• 2-3+ years of administrative, office coordination, customer service, or similar experience in a fast-paced environment. 
• Strong organizational and time management skills. 
• Clear and professional written and verbal communication skills. 
• High attention to detail and ability to manage multiple tasks and deadlines. 
• Ability to maintain confidentiality and use good judgment. 
• Reliable, proactive, and willing to take initiative within defined tasks and responsibilities. 
• Professional, warm, and service-oriented demeanor. 
• Proficiency with Microsoft Office and Google Workspace. 
• Experience with scheduling tools, CRM systems, or project management software is a plus. 
• Comfortable working in a dynamic environment where priorities may shift. 

Physical Requirements 

• Ability to work primarily in an office environment with occasional movement between hospitality venues. 
• Ability to occasionally lift up to 25 pounds. 
• Ability to sit, stand, and use a computer for extended periods. 
• Occasional evening or weekend work may be required to support events or special initiatives. 

Benefits: Benefits include PTO, health, vision, dental, life insurance, 401(k) for qualifying employees.  

Employee perks: 20% discount at Ground entities (includes Source Farms, Humble Spirit, Grounded Body) 

About The Ground 

The Ground is a hospitality business based in beautiful Willamette Valley that exists to realize human potential in harmony with the planet. It is an evolving collection of experiences and destinations rooted in conscious, loving hospitality in service to all with a philosophy of belonging that comes to life through regenerative agriculture, food, accommodations, revitalizing wellness experiences, and engaging programs & events. 

The Ground is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. If you're interested in this role, but your experience doesn't align perfectly with every qualification in the job description, we still encourage you to apply. You may just be the right candidate for this or other roles at The Ground.