Executive Assistant

Remote – Full-Time Schedule: Monday – Friday | Standard U.S. Business Hours (EST)

About the Role

The Executive Assistant provides standardized administrative, technical, and logistical support to the leadership team by consistently following established Standard Operating Procedures (SOPs).

The primary purpose of this position is to protect executive time, maintain operational organization, support strategic alignment, and reduce risk across leadership workflows.

This role requires a proactive and highly structured approach to task intake, prioritization, communication, calendar management, expense monitoring, and executive support. The Executive Assistant is expected to consistently use approved systems and processes to ensure responsibilities are properly captured, tracked, completed, and escalated when necessary.

Key Responsibilities

Daily Administrative Operations

Inbox Management

• Review executive inboxes at the beginning of each business day.

• Organize incoming communications according to established priority levels:

  • Urgent: Requires same-day action.
  • Important: Requires scheduled follow-up.
  • Informational: Does not require immediate action.

• Maintain visibility into communications requiring executive attention.

• Ensure important messages are appropriately categorized and followed through.

Calendar Management

• Review executive calendars daily.
• Verify that meetings are properly titled.
• Confirm that appropriate agendas are included.
• Ensure correct meeting links are attached.
• Identify scheduling conflicts proactively.
• Resolve scheduling conflicts before they disrupt executive commitments.
• Maintain accurate and organized executive calendars.

Focus Time Management

• Block executive focus time according to established instructions.
• Protect designated deep-work periods.
• Avoid unnecessary scheduling interruptions during protected focus periods.

Task Intake & Logging

• Capture incoming requests from:

  • Email
  • Chat
  • Meetings

• Log all actionable tasks into ClickUp or Monday.com within the same business day.

• Ensure responsibilities are formally documented rather than relying on informal communication.

• Maintain clear visibility into outstanding executive and administrative tasks.

Task Prioritization

Assign an appropriate priority level to every logged task:

• High Priority
• Medium Priority
• Low Priority

Ensure prioritization reflects urgency, deadlines, executive needs, and established SOPs.

Weekly & Monthly Operations

Weekly Planning

• Conduct a weekly review of:

  • Upcoming meetings
  • Important deadlines
  • Travel requirements

• Identify potential scheduling or operational conflicts.

• Prepare a concise weekly planning summary.

• Deliver the planning summary to the executive.

• Ensure upcoming commitments are visible and appropriately prepared for.

Expense Monitoring

• Review pending expenses in Delegate or Emburse.
• Identify missing receipts.
• Follow up with appropriate stakeholders regarding outstanding documentation.
• Maintain visibility into pending expense items.
• Support timely expense processing.

Monthly Reporting

Compile and submit a monthly administrative activity summary covering:

• Meetings managed.
• Expenses processed.
• Key issues escalated.

Process Review & Improvement

• Identify recurring administrative inefficiencies.
• Review workflows for unnecessary manual steps.
• Identify opportunities to simplify processes.
• Propose workflow improvements.
• Recommend potential automation initiatives on a monthly basis.

Escalation & Continuity Protocol

Immediate Escalation

The Executive Assistant is responsible for immediately escalating risks through both direct message and email when:

• A deadline is at risk.
• Confidential information may have been compromised.
• Executive availability has been misrepresented.

Escalations should occur promptly and within the same business day when applicable.

Risk Mitigation & Business Continuity

• Follow the organization's established risk and continuity procedures.

• Apply the established risk and continuity table when operational issues occur.

• Manage administrative continuity during scenarios such as:

  • Missed meetings
  • Scheduling disruptions
  • Tool outages

• Perform required daily operational checks.

• Maintain manual backup tracking when digital tools are unavailable or when required by established procedures.

• Ensure critical responsibilities remain visible during system interruptions.

Typical Workday

Start of Day

• Review executive inboxes.
• Categorize incoming emails according to urgency.
• Review the executive calendar.
• Verify meeting titles, agendas, and links.
• Identify scheduling conflicts.
• Review existing tasks and deadlines.
• Confirm protected executive focus time.

Throughout the Day

• Monitor incoming requests through email, chat, and meetings.
• Log actionable requests into ClickUp or Monday.com.
• Assign appropriate priority levels.
• Coordinate calendar adjustments.
• Track deadlines and commitments.
• Monitor administrative responsibilities.
• Escalate urgent risks when required.
• Follow established SOPs for recurring workflows.

End of Day

• Review outstanding tasks.
• Confirm same-day responsibilities have been completed or appropriately escalated.
• Verify that newly received tasks have been logged.
• Check upcoming executive commitments.
• Ensure pending priorities are clearly documented for the following business day.

Typical Workweek

This is a full-time remote position requiring availability during standard U.S. business hours (EST).

Throughout the week, the Executive Assistant will balance:

• Executive inbox management.
• Calendar management.
• Focus-time protection.
• Task intake and prioritization.
• Meeting preparation.
• Deadline tracking.
• Expense monitoring.
• Operational risk identification.
• Escalations.
• Weekly planning.
• Process improvement.

On a monthly basis, responsibilities will additionally include:

• Administrative activity reporting.
• Expense reporting support.
• Review of recurring inefficiencies.
• Workflow-improvement recommendations.
• Potential automation recommendations.

Performance Evaluation & Accountability

Performance in this position is centered around structure, accuracy, timeliness, consistency, and proactive escalation.

The Executive Assistant is expected to follow established SOPs and ensure executive administrative workflows operate reliably without requiring constant oversight.

Key areas of accountability include:

• Timely completion of assigned responsibilities.
• Executive calendar accuracy.
• Expense-processing support.
• Same-day escalation of identified risks.
• Consistent task documentation.
• Proactive follow-through.
• Proper use of approved systems and tools.
• Protection of executive time and focus.

Key Performance Indicators (KPIs)

• Task Completion SLA: Maintain at least 95% on-time task completion.
• Calendar Accuracy: Maintain a maximum of 2 calendar errors per month.
• Expense Processing Time: Process or appropriately support expense items within 3 business days.
• Escalation Response Time: Escalate qualifying risks within the same business day.

Software & Tools

Communication

• Microsoft Outlook
• Gmail
• Zoom
• Microsoft Teams
• Google Meet

Task & Project Management

• ClickUp
• Monday.com

Expense Management

• Delegate
• Emburse

Work Environment

• Fully remote position.
• Professional home workspace required.
• Reliable high-speed internet connection.
• Availability during standard U.S. Eastern business hours (EST).
• Ability to remain responsive throughout scheduled working hours.
• Professional environment appropriate for executive and confidential communications.

About the Company

Our client is a multi-unit restaurant ownership and operations organization with a strong focus on business turnarounds, growth, operational performance, and people development.

Founded in 2009, the organization has acquired and operated hundreds of quick-service restaurant locations across well-known brands.

Its growth strategy has focused on:

• Restoring and strengthening employee relationships.
• Developing high-performing teams.
• Improving brand assets through remodels and upgrades.
• Optimizing profitability through disciplined operations.
• Improving customer experience.
• Driving sustainable business performance.
• Creating a positive impact within the communities it serves.

The organization combines people-first leadership, operational excellence, and strategic growth to build stronger teams and support long-term business success.

Final Notes

The Executive Assistant plays an important role in protecting executive focus, maintaining operational continuity, and reducing risk across leadership workflows.

Success in this position means:

• Executive inboxes remain organized and properly prioritized.
• Calendars remain accurate and free of avoidable conflicts.
• Meetings include the appropriate agendas and links.
• Executive focus time is appropriately protected.
• Incoming requests are captured instead of being lost across email, chat, or meetings.
• Tasks are entered into the appropriate management system within the same business day.
• Responsibilities are clearly prioritized.
• Deadlines and commitments remain visible.
• Expenses and missing documentation receive timely follow-up.
• Operational risks are escalated immediately when required.
• Backup processes maintain continuity when tools or systems are unavailable.
• Monthly administrative reporting provides leadership with visibility.
• Recurring inefficiencies are identified and improved.
• Established SOPs are followed consistently.
• The Executive Assistant provides the structure, accuracy, discipline, and proactive support required for high-level executive execution and strategic alignment.