Executive Assistant, In-Office Operations & Vendor Coordination
Overview
You will own executive scheduling and front-office operations for a 50+ location restaurant group, where your precision keeps leadership moving. You will report to the CFO and coordinate with a remote VA team, managing calendars, vendor communications, and billing workflows. This role demands someone who fixes issues before being asked and protects the executive's time as their own. You will work across Outlook, Teams, and OneDrive, with direct exposure to high-stakes operations.
What You'll Do8
- 1Own executive calendars by scheduling appointments and sending proactive reminders across Outlook.
- 2Coordinate daily with vendors, staff, and executives to keep operations on track without dropped balls.
- 3Run invoice printing, bill tracking, chargeback processing, and approval workflows with accuracy.
- 4Maintain digital and physical records in OneDrive, Teams, and file systems, ensuring version control.
- 5Support payroll logistics by preparing documents and tracking follow-ups across multiple entities.
- 6Greet executives with professionalism and anticipate their needs as they enter the office.
- 7Monitor front office activity to know who is in, who is out, and flag what needs attention.
- 8Streamline communication between executive leadership and remote VA team members.
Requirements6
- 12+ years in an administrative or operations role, ideally in a fast-moving environment.
- 2Advanced proficiency in Microsoft Outlook, Teams, and OneDrive for calendar and document management.
- 3Exceptional attention to detail, catching errors others miss in schedules and billing.
- 4Strong written and verbal communication skills, with discretion in handling confidential data.
- 5Ability to juggle multiple priorities without losing accuracy in a high-volume setting.
- 6Bilingual Arabic/English preferred but not required.
Salary Insight
$46 - $73k per year
Location
Required Skills
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