Reports To:

Executive Vice President

Assignment Focus:

The Executive Assistant to the Executive Vice President will have a strong focus on coordinating all scheduling and calendaring needs, managing and booking all travel plans, and managing logistics for meetings. The primary focus is to ensure that the Operations Department is moving the needle on company initiatives while staying on time and on budget and ensuring all Franchisees & Franchisee Executives complete all required training.

Primary Responsibilities:

Manage calendar for Executive Vice President and assist with calendaring for Operations Department Heads

Coordinate travel arrangements for Executive Vice President

Proactively manage schedule adjustments

Capitalize on daily tasks by organizing voicemails, emails, and correspondence

Manage and maintain all company presentations for meetings & events

Assist in Project Management initiatives for Executive Vice-President of Operations

Set up conference lines and manage calendar invites for Zoom meetings

Prepare agendas for meetings, attend meetings, and take minutes (type and distribute)

Day-to-day office management, including ordering food, beverages, and office supplies\

Assist with writing, proofing, and sending company messages to Franchisee network

Assist Executive Vice President with writing, proofing, and updating manuals

Assist with planning & logistics for various events, meetings, and annual Convention

Execute proper administration and timely submission of all reports, documentation, and information

Assist with onboarding new internal employees (G-Suite Admin, welcome emails, etc.)

Function as liaison with building management regarding maintenance, repairs, and emergencies

Manage office by greeting visitors, inventorying, and restocking supplies

Maintain an organized filing system through Dropbox

Manage receipts for BOA site for the Executive Vice President and Office Pcard for office expenses

Maintain company contacts through the Office 365 system

Assist with maintaining the Travel Schedule/Budget spreadsheet

Special Skills:

Excellent written and verbal communication

Outstanding organizational skills

Strong customer service skills

Diligence in a quickly changing environment

Excellent follow-up skills

Dropbox and Adobe PDF experience preferred

Job Requirements:

5 years of administrative experience

5 years experience in direct executive-level support

5 years of Project Management Experience

Knowledge of a synergistic field preferred

Mastery of MS Word, MS Excel, and PowerPoint

Ability to prioritize and manage multiple tasks in a fast-paced team environment

Excellent problem-solving ability

Strong Communication skills

Bachelor’s degree in communication or related field

Local candidates preferred

No relocation assistance provided