Executive Assistant

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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.

A1465236CLT_1783354055

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