Executive Assistant

POSITION PURPOSE

The Executive Assistant provides high-level administrative, operational, and logistical support to one or more company executives and their corresponding leadership teams. This role serves as a trusted partner, ensuring seamless day-to-day operations, effective communication, coordination with senior staff members as well as board members, and professional representation of the company to internal and external stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide real-time, administrative support to executive(s), including calendar management, meeting coordination, note taking, recording of action items, expense reporting, composing and preparing correspondence, arranging complex and detailed travel, and urgent day-of schedule changes.
• Serve as the primary point of contact for executive(s), responding to immediate needs and facilitating decision-making.
• Prepare, assemble, print, and distribute physical meeting materials, presentations, and briefing packets as needed.
• Maintain executive offices, ensuring readiness for meetings, visits, and confidential discussions.
• Greet and support company visitors, board members, candidates, vendors, and partners in a professional and welcoming manner.
• Cook up in-person meetings, leadership offsites, board meetings, itineraries and agendas and special events including room setup, catering, technology readiness, and materials.
• Support special projects that require in-person collaboration, coordination, and follow-through with executive leadership and partner teams.
• Provide a bridge for smooth communication between the executive’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management.
• Cook up closely with other Executive Assistants and functional teams as needed on in-office matters impacting executive leadership, including handling temporary work overloads and providing administrative coverage or back-up support for other executives or departments when needed.
• Owns the building and ongoing management of the El Pollo Loco Brand Calendar.
• Manage field hierarchy alignment documents and communication with the organization.
• Support executive discussions and documentation that necessitate discretion and limited access.
• Support administrative and operational needs tied to physical office presence, including mail handling, document management, office coordination, and executive workspace readiness; share in responsibility of managing front desk/reception area.
• Ensure continuity of executive support during in-office business hours.
• Handle highly confidential and sensitive information requiring secure, controlled, and professional in-office management.
• Support administrative and operational needs tied to physical office presence, including mail handling, document management, office coordination, and executive workspace readiness; share in responsibility of managing front desk/reception area.
• Other activities, duties or responsibilities that are assigned by your supervisor.

QUALIFICATIONS – EDUCATION, EXPERIENCE, LICENSE/CERTIFICATIONS

• Minimum of 8+ years administrative experience with 5+ years of experience supporting senior level executives in a fast-paced, professional environment.
• Proficiency in standard office and collaboration technology.
• Confidence in execution of administrative initiatives.
• Must be decisive and able to make fact-based decisions.
• Adept at managing and prioritizing competing time sensitive requests while working well in a team atmosphere that may be under pressure.
• Ability to exercise independent judgment on matters of significance to the company.
• Ability to work weekends and extended work schedules as needed.