What are the responsibilities and job description for the Executive Assistant position at Silver Queen?
Benefits:
- Dental insurance
- Employee discounts
- Health insurance
- Paid time off
- Vision insurance
We are seeking an experienced and detail-oriented Executive Assistant to support the owner of a restaurant chain, author, and entrepreneur. The ideal candidate is proactive, highly organized, and capable of managing both professional and personal responsibilities. This role requires effective communication skills, discretion, and a commitment to anticipating the owner’s needs. You will be managing day-to-day operations, including calendars, travel arrangements, and emails, ensuring that all tasks are executed seamlessly.
The Role: Executive Assistant
The Principal: Entrepreneurial. Always on the Go. Passionate.
The Ideal Candidate: Flexible. Reliable. Well-spoken. Polished.
The Money: Salaried, DOE
Key Responsibilities:
1. Email and Communication Management
- Oversee and prioritize the owner’s personal and business emails.
- Respond to and draft correspondence on behalf of the owner.
- Ensure timely follow-up on emails and other communications.
- Coordinate delivery of daily personal/professional itinerary.
2. Calendar and Scheduling
- Manage and organize the owner’s calendar, scheduling meetings, appointments, and personal commitments.
- Coordinate internal and external meetings, ensuring seamless scheduling and preparation.
- Proactively anticipate and mitigate scheduling conflicts, adjusting, as necessary.
3. Travel Coordination
- Research, book, and coordinate travel arrangements, including flights, accommodations, ground transportation, and itineraries.
- Ensure that all travel plans are executed without issue and troubleshooting any travel-related challenges as they arise.
4. Financial and Invoice Management
- Manage the owner’s personal and professional invoices, ensuring timely payments.
- Work with the finance team to track expenses and provide relevant documentation.
- Maintain accurate records for expense reports and reimbursement submissions.
5. Administrative and Operational Support
- Function as a gatekeeper, managing all forms of communication to the owner.
- Prepare documents, reports, presentations, and meeting materials as requested.
- Manage sensitive and confidential information with the utmost discretion.
6. Project Management and Special Initiatives
- Assist with special projects and initiatives as directed.
- Conduct research on assorted topics to support decision-making and strategy development.
- Take the lead on managing small projects and events, ensuring they are executed successfully and on time.
7. Office and Team Coordination
- Liaise with other executives, team members, and external partners to facilitate smooth communication.
- Manage office operations, supplies, and coordinate with vendors if required.
- Provide administrative support to other executives, as necessary.
8. Personal Assistance
- Manage personal errands, appointments, and miscellaneous tasks for the owner.
- Coordinate family-related travel and schedules as needed.
- Assist with personal projects, household management, and events when required.
Attributes:
- Proactive, with a strong sense of initiative and ability to work independently.
- Excellent interpersonal skills and professional demeanor.
- Strong critical thinking skills and adaptability in demanding environments.
- Ability to pivot quickly and adapt to changing priorities.
- Resilient and Thick-Skinned: Maintains professionalism and composure in high-pressure situations.
- Emotional Intelligence and Empathy: This helps manage relationships, understand others’ needs, and provides support with a high degree of tact, diplomacy, and empathy.
Typical Schedule:
- Full time, with Flexibility required.
- Willingness to travel frequently.
- Flexibility to support on-call demands. Be able to address urgent matters and support outside of traditional business hours.
Benefits:
- Opportunity for growth and professional development.
- Travel Opportunities (domestic and International)
- Medical/Dental/Vision benefits
- 401K program
- Paid Time Off
Qualifications:
- Experience supporting executives, ideally in hospitality or in a related industry.
- Driver’s License
- Passport (or ability to acquire one)
- Ability to pass Background Check Screening
Skills:
- Exceptional organizational and multitasking skills.
- Strong written and verbal communication abilities.
- High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.
- Familiarity with both macOS and PC ecosystem tools.
- Discretion and ability to manage confidential information sensitively.