Executive Assistant

Job Description

Job Description

JOB TITLE: Executive Assistant

EMPLOYER: Pinx Catering

DEPARTMENT: Administration

REPORTS TO: CEO/Owner

SUMMARY: We are seeking a highly organized, proactive, and resourceful Part-Time Executive Assistant to support the Owner/CEO in day-to-day operations, communications, and business administration. This is a dynamic role ideal for someone who thrives in a fast-paced, entrepreneurial environment and can anticipate needs before they arise. The Executive Assistant will serve as a trusted partner to the CEO, helping streamline operations so leadership can stay focused on growth and client relationships.

DUTIES AND RESPONSIBILITIES:

Executive & Administrative Support

• Manage the CEO's calendar, scheduling meetings, appointments, and events

• Screen and prioritize emails, calls, and correspondence on behalf of the CEO

• Prepare documents, reports, presentations, and meeting agendas

• Take meeting notes and distribute action items

• Prepare briefing documents before important meetings

• Handle travel arrangements and logistics as needed

Operations & Project Coordination

• Act as a liaison between the CEO and internal team members, vendors, and clients

• Track deadlines, follow up on open action items, and ensure commitments are met

• Maintain organized digital and physical filing systems

• Support event coordination and assist with catering-related administrative tasks

Communications & Relationships

• Draft professional communications, proposals, and client-facing correspondence

• Help manage relationships with vendors, partners, and community contacts

Financial & Office Admin

• Process invoices, track expenses, and support light bookkeeping tasks

• Assist with ordering supplies and maintaining vendor account information

Research & Personal Support

• Conduct research on vendors, competitors, or business opportunities

• Prepare cost comparisons or summaries for CEO decision-making

• Assist with personal errands, appointments, and reservations

QUALIFICATIONS:

Required

• 2+ years of experience as an executive assistant, office manager, or in a similar administrative support role

• Exceptional organizational skills with a strong attention to detail

• Outstanding written and verbal communication skills

• Proficient in Google Workspace (Gmail, Calendar, Docs, Sheets, Drive) and Microsoft Office

• Ability to handle confidential information with professionalism and discretion

• Self-starter who can manage multiple priorities independently

Preferred

• Experience in the food service, hospitality, or events industry

• Familiarity with project management tools (Slack, Trello, etc.)

• Experience supporting a small business owner or entrepreneur

• Basic knowledge of QuickBooks or similar accounting software

COMPETENCIES:

• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

• Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• The employee must occasionally lift and /or move more than 20 pounds

• Continually required to sit.

• Continually required to utilize hand and finger dexterity.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ACKNOWLEDGEMENT

I have read the foregoing job description and understand the responsibilities of the job. I agree that I am able to perform the essential duties of this position.