Executive Assistant

Overview Provide high-level executive administrative support to the President & CEO. Operate autonomously while proactively anticipating executive and organizational needs. Manage confidential and time-sensitive information with professionalism and discretion. Serve as a trusted liaison between executives, employees, clients, vendors, and external stakeholders, while providing support with human resources functions and related matters. Calendar & Schedule Management Coordinate and manage complex executive calendars, appointments, meetings, and events. Anticipate scheduling conflicts and proactively implement solutions. Prioritize and communicate schedule updates, deadlines, and changes effectively. Maintain visibility into ongoing projects, follow-ups, and executive priorities. Act as a primary point of contact between executives and internal/external stakeholders. Manage and screen phone calls, emails, mail, and other communications. Draft, edit, proofread, and prepare professional correspondence, presentations, reports, and documentation. Prepare executive materials in both digital and hard-copy formats. Demonstrate strong organizational, financial, and interpersonal skills, with the ability to engage professionally and effectively with executive leadership, franchisees, investors, and lenders. Meeting & Event Coordination Prepare presentations for board meetings, franchisee meetings, and related executive sessions. Coordinate internal and external meetings and company events. Schedule conference rooms, arrange catering, and oversee meeting logistics and setup. Prepare meeting agendas and materials in advance. Attend meetings as needed, take notes, and distribute meeting summaries or action items. Travel Management Manage all travel itineraries for the CEO. Coordinate domestic and international travel arrangements for executive leadership, including: Flights Hotels Ground transportation Detailed itineraries Ensure executives are provided with all required travel documentation while maintaining accurate and up-to-date calendars on SharePoint for executive leadership and field teams. Expense & Office Administration Prepare and reconcile expense reports accurately and in a timely manner. Manage office supply orders, corporate gifts, and recognition items. Handle copying, scanning, sorting, binding, mailing, and distribution of materials. Develop and maintain organized digital and paper filing systems. Operational & Project Support Function as a central communication and planning hub for the Matthews office and executive leadership team. Assist with special projects, research assignments, and operational initiatives as business needs dictate. Resolve administrative issues through critical thinking, data analysis, and problem-solving. Support process improvement and administrative efficiency initiatives. Collaborate with key team members to help prioritize projects and organizational activities. Coordinate facility maintenance activities, vendor partnerships, and day-to-day office management functions. Qualifications Proven experience as an Executive Assistant or in a similar high-level administrative role. Experience supporting Presidents and C-level executives. Hospitality, startup, franchising, or private equity experience is a plus. Strong proficiency in Microsoft Office 365, Outlook, Teams, Zoom, and online conferencing platforms. Excellent written, verbal, and interpersonal communication skills. Exceptional organizational and time-management abilities. Strong attention to detail and demonstrated project management skills. Ability to maintain strict confidentiality and exercise sound judgment. Comfortable learning and utilizing multiple internal systems and technologies. Ability to multitask and adapt in a fast-paced, changing environment. Ability to work independently with minimal supervision. Bachelor's degree preferred or equivalent professional experience. Legally authorized to work in the United States. Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply. California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act. Benefits Information Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings. #J-18808-Ljbffr