Job Details

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Hawaii Food & Wine Festival provided pay range

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Base pay range

$65,000.00/yr - $75,000.00/yr

Director of Marketing & PR at Hawai'i Food & Wine Festival

POSITION: Culinary Coordinator & Office Manager

REPORTS TO: Vice President (Culinary Coordinator & Office Manager)

STATUS: Full-Time/Exempt

The Culinary Coordinator and Office Manager plays a critical dual role in supporting the Hawai‘i Ag & Culinary Alliance (HACA). As Culinary Coordinator, this position provides essential administrative and logistical support for culinary programs, including talent coordination, procurement, and travel arrangements. As Office Manager, responsibilities include office administration, inventory management, donor database maintenance, financial record-keeping, and high-level administrative support to the CEO, including board relations and scheduling. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple responsibilities with professionalism and discretion.

PRIMARY RESPONSIBILITIES

Culinary Coordinator

The Culinary Coordinator acts as the primary liaison between HACA and the participating talent, ensuring seamless communication and coordination. Responsibilities include, but are not limited to:

• Curating and recommending talent for various programs and events.
• Extending formal invitations to talent on behalf of HACA.
• Managing all communication related to travel, menu procurement, event details, and logistics.
• Assisting in event planning and providing on-site event support.
• Reviewing and updating registration, travel, menu submission, and local product lists annually.
• Maintaining an accurate talent database with contact information.
• Coordinating with travel partners (airlines, hotels) and travel agents to arrange travel and communicate itineraries.
• Reviewing and approving product requests based on availability, budget, and event needs.
• Managing product orders in coordination with the Executive Chef, including communication with sponsors, vendors, and purveyors.
• Estimating food requirements for events and managing food costs effectively.
• Ensuring menu accuracy and uploading finalized versions for menu design.
• Obtaining sanitation permits from the Department of Health for participating talent.
• Supporting event execution by overseeing station setups, signage, and permits displays.
• Organizing and distributing talent welcome bags.
• Providing talent with day-of-event instructions, including dish and talent photos, introductions, and engagements.
• Managing and maintaining inventory of supplies in off-site storage.
• Assisting the Chief Executive Officer with lei distribution at the events, and providing talent contact information for post-event communication.
• Processing and submitting invoices for payment in a timely manner.
• Assisting with administrative office tasks, including document preparation, filing, and mailing.
• Establishing and maintaining an organized electronic and physical filing system.
• Performing other duties as assigned.

Office Manager

The Office Manager serves as a trusted support to the CEO and Vice President, ensuring organizational efficiency. Responsibilities include:

• Serving as the first point of contact for office visitors and inquiries, ensuring professionalism and excellent customer service.
• Managing incoming calls to the HFWF Phone (808-###-####) and emails to ...@hawaiifoodandwinefestival.com
• Checking and processing mail daily, including bank deposits and record updates.
• Organizing and preparing materials for weekly staff meetings, including detailed meeting notes.
• Maintaining office inventory, equipment, and cleanliness, and managing cleaning services.
• Managing recurring charges and classifying HFWF credit card expenses for proper accounting.
• Assisting the Vice President with donor/sponsor acknowledgment letters and correspondence.
• Maintaining donor database records (Donor Perfect) and ensuring accurate data entry.
• Generating and updating donor and fundraising reports as needed.
• Managing board files and policies, ensuring compliance with bylaws and legal requirements.
• Coordinating Board and Committee meetings, including scheduling, preparing agendas, and distributing minutes.
• Preparing CEO expense reports and arranging travel.
• Assisting with administrative office tasks, including document preparation, filing, and mailing.
• Establishing and maintaining an organized electronic and physical filing system.
• Performing additional administrative duties as needed.

QUALIFICATIONS & COMPETENCIES

Education & Experience

• Associate or bachelor's degree in a related field.
• Minimum of three years of administrative experience, preferably in a nonprofit or development office.
• Experience in hospitality, the culinary industry, or nonprofit organization is a plus.

Skills & Knowledge

• Proficiency in Microsoft Word, Excel, and PowerPoint; experience with database management.
• Strong organizational and multitasking abilities with exceptional attention to detail.
• Excellent verbal and written communications skills.
• Strong interpersonal skills with the ability to engage effectively with diverse stakeholders.
• Ability to handle sensitive information with discretion and professionalism.
• Strong team player with a collaborative mindset.
• Ability to prioritize, multitask, and work effectively under minimal supervision.
• Proactive problem solver with the ability to anticipate needs, adapt quickly, and think critically.
• Capable of lifting 20+ pounds.
• Flexibility to work evenings, weekends, and travel as needed.
• Comfortable working with and coaching volunteers and support staff.
• Ability to communicate effectively with participating talent, donors, sponsors, staff, and external contacts.
• Strong analytical skills with the ability to assess information and make timely, informed decisions.
• High level of integrity, diplomacy, empathy, and professionalism.
• Ability to operate standard office equipment.
• Strategic thinker with the ability to identify, organize, and analyze growth opportunities.

Interested applicants are asked to email your resume along with a cover letter to ...@hawaiifoodandwinefestival.com

Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Administrative