Position: Executive Assistant

Reports to: Chief Executive Officers

Department: Administrative Services

Purpose: The Executive Administrative Assistant is responsible for providing a wide range of corporate and executive support for the Chief Executive Officer (CEO), Chief Financial Officer (CFO), and Chief Operating Officer (COO). The ideal candidate will possess the ability to work efficiently, diligently, and at times, independently in a fast-paced environment. This role is critical in proactively managing the requests and needs of company executives and back-office teams, in addition to managing a broad range of tactical and strategic support activities, while always professionally representing the company.

Duties and Responsibilities:

Manages day-to-day operations by providing direct administrative/project support to the Chief Executive Officer, Chief Financial Officer, and Chief Operating Officer.

Acts as the first point of contact and manages appropriate access to the Executive(s).

Appropriately prompts and preps executives for upcoming important tasks, meetings, and deadlines within their schedules (daily, weekly, and long-term).

Anticipates obstacles and quickly responds to constant changes, such as deadlines, conflicts, and travel/schedule updates.

Manages and maintains CEO/CFO/COO’s daily and long-term calendars for internal and external meetings, calls, activities, special events, vacations, travel, and other notable events.

Manages CEO/CFO/COO’s travel itineraries, which includes but is not limited to air travel, ground transportation, lodging, meals, meeting reservations, and other related booking of activities.

Provides utmost organizational expertise and detail when creating and managing all travel plans (domestic and international), including timely updates pertaining to any changes and/or conflicts, especially when time-sensitive.

Assists with preparations for internal and external meetings, including gathering agendas, note taking, room preparations, and managing food/beverage requests for Excel Office and guests (this may include meetings with key internal and external partners)

Composes clear step-by-step itineraries, correspondence, presentations, memos, and other reports for the CEO, CFO, and COO. This includes proofreading, verifying details, and ensuring professionalism and consistent branding of all materials and presentations.

Screens internal and external correspondence (i.e., phone calls, emails, voicemails, mail, etc.), appropriately conserving executives’ time by reading, researching, and routing correspondence.

Manages, audits, and submits expense reports for the CEO, CFO, and COO, reconciling corporate credit card bills with receipts and providing details to the accounting team.

Collaborates with other corporate office departments to lend administrative support as needed.

Desired Experience/Characteristics/Skills:

Excellent customer service, interpersonal, and communication skills (both written and verbal)

Utmost professionalism and confidentiality in handling a variety of topics and company materials

Impressive attention to detail, follow-up, and effective communication skills

A self-starter with a positive attitude and strong time management

Skilled at supporting executives across different time zones, when needed, particularly with scheduling travel and other ambiguous environments.

Strong decision-making ability, at times with limited information

Collaborative teamwork attitude, with the ability to work across different teams and levels

Skilled at managing competing priorities

Qualifications:

Bachelor’s degree highly preferred

Minimum of 3-5 years of experience in a corporate setting supporting C-level Executives

Minimum years of experience must include direct handling of C-level requests of various kinds, with the ability to manage change on short notice in a fast-paced environment

Experience managing requests, travel, projects, presentations, etc., for C-level executives

Ability to communicate and convey information in a clear, focused, and concise manner

Experience managing confidential matters, displaying discretion and strong judgment

Strong proficiency in MS Office products (Word, Excel, Teams and Outlook), particularly well versed at managing multiple calendars, scheduling on different time zones, including high volume meeting management, email management and other forms of keeping the executives organized

Supervisory Responsibility: This position has no supervisory responsibilities.

Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

The employee is occasionally required to sit, climb, balance, stoop, kneel, crouch or crawl. The employee must frequently lift and move up to 10 pounds and occasionally lift and move objects up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Position Type/Expected Hours of Work: This is a full-time, exempt position. Under the Regulations, Part 541, an exempt employee is one who is not entitled to the minimum wage or overtime pay protections of the Fair Labor Standards Act (FLSA). Standard days and hours of work are Monday through Friday, between 8:00 a.m. and 5:00 p.m. This position may work outside of normal business hours to include evenings and weekends as needed.

Travel: 5-10% local day travel is occasionally expected for this position.

EEO Statement: Excel Fitness is an Equal Opportunity Employer. We are committed to the policy of equal employment opportunity in recruitment, hiring, career advancement, and all other employment practices.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Employees at a franchise location are employed by the Franchisee and are not employees of PFHQ (the Franchisor). PFHQ neither dictates nor controls labor or employment matters for franchisees or their employees, and does not retain any reserved authority to control the terms and conditions of employment for franchisees or their employees. Each franchisee is responsible for ensuring compliance with local, state and federal law.