Lead Administrative Assistant

Job Description

The Lead Administrative Assistant is responsible to work alongside the three Vice Presidents (Operations Technology, Development, and Operations Services) under the EVP, Chief Restaurant Officer function to ensure a timely and organized approach to managing their internal and collaborative calendar, travel and expenses, while keeping the department organized. In this capacity, they will aid in both in-person and virtual events, calendars, registration, minute taking and basic presentation preparation and editing.

Main responsibilities

Executive Support to Leadership

• Manage Office365 including daily calendar adjustments/organization, recurring meetings, conference room reservations.
• Coordinate, manage and communicate all travel arrangements for required meetings and market visits (domestic and international).
  • Arrange for all transport between home & airport & first destination (hotel, office, venue)
  • Prepare, collaborate and communicate any in-market Itinerary prior to departure.
• Complete the required expense reporting for all three leaders in Concur in a timely manner
• Complete the required expense reporting in Concur of your own corporate card in a timely manner.
• Manage and code Ariba Invoices for the 3 leaders and their team members
• Manage all communication to each of your 3 leaders departments (company updates, open positions, new hires, any team member relations requests, etc.)
• Manage the new employee onboarding to the DomOS & Innovation, Ops Services, and Development department, records database, emails, channels. f
• Manage the Culture Committee / Culture Committee channel, including monthly newsletters and quarterly meetings.

Meetings and Events

• Prepare, consolidate and communicate agendas at least 24-48 hours before all meetings. This includes USLT meeting (monthly), DomOS & Innovation Directors meeting (weekly), and VP’s/Director 1:1 (monthly).
• Prepare and coordinate various events within the US Operations & Support Team, including calendar management, hotel blocks, event space prep/clean up, food/beverage, promotional products, printed materials, etc.
  • Quarterly OpAC Board meetings (both offsite and onsite at WRC)
    • • Travel for the offsite meetings to ensure smooth logistics during the meeting and Franchisee interactions to confirm their travel needs and confirmations.
    • Certification/Huddle events (roughly quarterly)
  • Quarterly DomOS & Innovation team meetings (both virtually / hosting in-person)
  • In-person monthly Team Happy Hour

Communication

• Act as a liaison between the VP and internal/external stakeholders, managing communication in a professional and efficient manner
• Draft announcements and internal communications (i.e. emails, signage boards, newsletters, etc.)
• Screen phone calls and inquiries, redirecting them as necessary to relevant team members
• Send Periodic Dashboards to Internal Teams and Stakeholders of various projects as directed by the VP
• Cultivate positive relationships with key stakeholders and partners

Office Operations

• Maintain and organize files, records, and confidential documents, adhering to the highest levels of confidentiality and data security
• Support new team members onboarding to ensure a standard, consistent and positive onboarding experience across the function
• Support and assist with department seating for all team members
• Various daily in-office equipment and supplies requests
• Various shipping requests

Qualifications

• Bachelor’s degree or equivalent experience
• 4+ years of experience, supporting executive leaders
• Excellent oral and written communication skills
• Strong organizational and time-management skills to handle multiple priorities effectively
• Ability to travel (10%)
• Ability to maintain confidentiality and handle sensitive information with utmost discretion
• Excellent computer skills in MS Office Suite
• Ability to work independently in executive environments

Additional Information

Benefits:
• Paid Holidays and Vacation
• Medical, Dental & Vision benefits that start on the first day of employment
• No-cost mental health support for employee and dependents
• Childcare tuition discounts
• No-cost fitness, nutrition, and wellness programs
• Fertility benefits
• Adoption assistance
• 401k matching contributions
• 15% off the purchase price of stock
• Company bonus