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Executive Assistant
Essential Duties & Responsibilities:
Executive Support
- 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.
Communication & Correspondence
- 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.
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