Executive / Personal Assistant Chef-Owner, Nostrana

Executive / Personal Assistant Chef-Owner, Nostrana

Part Time

Nostrana

Posted 3 days ago

Nostrana

Nostrana is seeking a highly organized, deeply discreet, and exceptionally capable Executive / Personal Assistant to support Chef-Owner Cathy Whims.

This is a unique role at the intersection of hospitality, food, events, travel, media, and the day-to-day realities of helping steward a beloved Portland institution.

The ideal candidate is calm under pressure, detail-obsessed, proactive, and energized by helping complex things happen smoothly behind the scenes. This role requires exceptional judgment, warmth, professionalism, and the ability to adapt quickly in a fast-moving environment.

You will serve as a trusted right hand across a wide range of professional and personal responsibilities helping manage communication, scheduling, travel, events, priorities, and follow-through for one of Portland's most respected culinary leaders.

Responsibilities Include:

Managing a complex and ever-changing calendar

Helping prioritize and track ongoing projects, deadlines, and follow-up

Acting as a liaison across internal teams, industry partners, media, vendors, and personal contacts

Drafting, editing, and managing correspondence with professionalism and warmth

Coordinating travel logistics, itineraries, and scheduling

Supporting speaking engagements, media appearances, dinners, and special events

Attending meetings, taking notes, and ensuring follow-through on action items

Maintaining organized records, references, recipes, and project materials

Helping coordinate hospitality and preparedness for guest chefs, media, and industry events

Assisting with occasional errands, shipping/returns, and event logistics as needed

The Right Person Is

Exceptionally organized and naturally proactive

Highly discreet and comfortable with confidential information

A strong writer and communicator with excellent judgment

Calm, warm, professional, and adaptable

Comfortable juggling many moving parts simultaneously

Able to anticipate needs before they become urgent

Tech-comfortable and administratively excellent

Excited by food, hospitality, culture, and helping meaningful things happen behind the scenes

Experience

Experience as an Executive Assistant, Personal Assistant, Operations Coordinator, Producer, Events Coordinator, Project Manager, or similar role strongly preferred.

Hospitality experience is a major plus, but not required for the right candidate.

Familiarity with tools such as Google Workspace, calendar management systems, Dropbox, password managers, and project/task organization platforms is helpful. The current role also interfaces with multiple inboxes and communication channels.

Schedule & Expectations

Flexibility is important. While much of the work may occur during standard business hours, occasional evening/weekend availability tied to hospitality events, travel coordination, or time-sensitive projects may be required. The role includes regular meetings and ongoing coordination across teams.

Compensation

Compensation dependent upon experience, background, and scope of availability. Benefits and structure may vary depending on whether the role is part-time or full-time.