Executive Assistant

Executive Administrative Assistant

The Executive Administrative provides comprehensive executive and administrative support to the CEO, President, and CFO. This position manages day-to-day executive coordination, communications, meeting preparation, and administrative processes to help leadership stay organized, prepared, and focused. The role coordinates work across departments, tracks assigned projects and action items, and ensures timely follow-through on executive decisions. Success requires sound judgment, discretion, attention to detail, and the ability to manage competing priorities in a fast-paced environment.

Primary Responsibilities

Executive Support & Administration

• Manage executive Outlook email, calendars, tasks, and contacts, including drafting correspondence, scheduling appointments, and prioritizing follow-up.
• Coordinate the business calendars of the CEO, President, and CFO, proactively resolving scheduling conflicts and ensuring they are prepared for meetings and commitments.
• Schedule executive meetings and calls; coordinate agendas, supporting materials, logistics, and reminders.
• Arrange business travel, including transportation, accommodations, itineraries, and related meeting details.
• Screen and respond to calls and correspondence, exercising discretion and routing requests appropriately.
• Organize and maintain electronic records, including board materials, franchise communications, and other documents.
• Process business credit card statements and expense reports, obtain supporting documentation, and resolve discrepancies.

Executive Operations & Follow-Through

• Translate executive direction into clear tasks, timelines, and follow-up items.
• Coordinate assigned projects across departments, confirming responsibilities, monitoring deadlines, and communicating progress.
• Track executive decisions and commitments to ensure action items are completed.
• Maintain recurring leadership meeting schedules and administrative processes.
• Support executives with research, information gathering, and preparation of reports.

Communications & Relationship Support

• Draft and coordinate routine executive correspondence, meeting communications, and business updates.
• Coordinate employee and franchise recognition on behalf of executives, working with the appropriate department.
• Ensure communications are accurate, timely, professional, and consistent with company standards.

Performance metrics

• Communication quality: Produce executive correspondence and communications that are timely, professional, accurate, and require minimal correction.
• Confidentiality: Consistently safeguard confidential executive, employee, franchise, and company information.
• Executive calendar effectiveness: Maintain accurate calendars with minimal preventable conflicts; proactively resolve scheduling issues.
• Meeting readiness: Ensure agendas, materials, logistics, and reminders are completed for 95%+ of applicable executive meetings by the agreed deadline.
• Action-item follow-through: Document and track 95%+ of assigned executive action items, with timely follow-up through completion.
• Responsiveness: Acknowledge or appropriately route time-sensitive executive requests within agreed service expectations.
• Travel accuracy: Complete travel arrangements accurately and on time, with minimal avoidable changes or booking errors.
• Expense administration: Submit complete executive expense reports and credit-card reconciliations by established deadlines with 98%+ accuracy.