Executive Assistant, Office of the CEO

TFG EXECUTIVE ASSISTANT

The Executive Assistant will support ThinkFoodGroup’s Office of the CEO in wide range of administrative and executive tasks. This person must be exceedingly well organized, resourceful, and maintain a high level of confidentiality and professionalism. Must be proactive, flexible and able to multi task and prioritize. This position will also closely interact with financial, public relations, marketing and culinary teams.  Reports directly to Office of the CEO.

RESPONSIBILITIES:

Effective calendar management; prioritize, coordinate and schedule meetings and appointments for Office of the CEO.  
Organize and prepare Office of the CEO for meetings and appointments for meetings and presentations.
Coordinate all travel arrangements and generate detailed travel itineraries for Office of the CEO.  As well as executive team when needed.

Communicate and handle incoming and outgoing phone and electronic communications on behalf of the Office of the CEO.
Review and summarize reports and documents; establish and maintain files and records as needed.

Communicate on behalf of Office of the CEO, draft correspondence to routine inquiries.

Create agendas, take minutes and record meetings for Office of the CEO.

Clearly transcribe minutes from meetings and conference calls as appropriate.
Prioritize and manage multiple personal and professional projects simultaneously, and follow through on issues in a timely manner

Effective liaison to company, restaurants, vendors, professional contacts and acquaintances.

Coordinate and assist in Board Meeting planning and documents

Work with executive team’s schedule to ensure efficiency.
Complete and execute tasks and projects within deadlines.

Bill paying, tracking and categorization of expenses.

Compile statistical information from company resources, such as Micros and Avero

Support the restaurants with Micros troubleshooting and programing.

Coordinate VIP dining & visit reservations
Become familiar and communicate board members, share holders and investors both internally and externally.
Assist with on-site and off-site Board Meeting preparation
Coordinate Off Site Events as per Office of the CEO including set up, trade, from inception to completion.
Coordinate with Chief of Staff and Administrative Assistant to Jose on events, scheduling and communication.
Manage Board Rooms & Meetings on a daily basis for all Staff
Coordinate office cleanliness and responsibilities and upkeep with HR Manager and Receptionist for entire office.
Travel arrangements for R&D Team, Leaders including hotel stay, ground transportation and air/rail transportation.
Review and approve expense reports for all team members. Review for accuracy, completion and correct coding.
Assist with any other duties as assigned.

REQUIREMENTS:

Experience (3+ years) supporting a senior level professional or equivalent experience
Technology proficient with apps, Microsoft Word, Excel, Outlook and PowerPoint

Oral and Written Comprehension in English (Spanish oral a plus)

Proficient with social media sites

Role model, professional demeanor. Discrete and able to manage confidential information

Demonstrate excellent work ethic
Team player

Self motivated
Excellent communication and organizational skills
Strong memory, quick-witted
Highly efficient, extremely conscientious
Intuitive-must anticipate needs

Proactive with strong follow-up skills
Reliable, flexible, and willing to be available beyond office hours

Able to multi-task and prioritize

React to needs with immediacy/sense of urgency
Poised at all times

Innate ability to handle pressure and deliver on deadlines

Extremely adaptable and able to solve problems

Bachelor's or Associate's degree preferred

Knowledge of or Experience in Hospitality or Culinary industries preferred
Experience (3+ years) supporting a senior level professional or equivalent experience
Proficient in Microsoft Word, Excel, Outlook and PowerPoint. 60 wpm typing or better

*ThinkFoodGroup requires all staff and guests over 12 years of age who are dining indoors to be fully vaccinated.*

TFG EXECUTIVE ASSISTANT

The Executive Assistant will support ThinkFoodGroup’s Office of the CEO in wide range of administrative and executive tasks. This person must be exceedingly well organized, resourceful, and maintain a high level of confidentiality and professionalism. Must be proactive, flexible and able to multi task and prioritize. This position will also closely interact with financial, public relations, marketing and culinary teams.  Reports directly to Office of the CEO.

RESPONSIBILITIES:

Effective calendar management; prioritize, coordinate and schedule meetings and appointments for Office of the CEO.  
Organize and prepare Office of the CEO for meetings and appointments for meetings and presentations.
Coordinate all travel arrangements and generate detailed travel itineraries for Office of the CEO.  As well as executive team when needed.

Communicate and handle incoming and outgoing phone and electronic communications on behalf of the Office of the CEO.
Review and summarize reports and documents; establish and maintain files and records as needed.

Communicate on behalf of Office of the CEO, draft correspondence to routine inquiries.

Create agendas, take minutes and record meetings for Office of the CEO.

Clearly transcribe minutes from meetings and conference calls as appropriate.
Prioritize and manage multiple personal and professional projects simultaneously, and follow through on issues in a timely manner

Effective liaison to company, restaurants, vendors, professional contacts and acquaintances.

Coordinate and assist in Board Meeting planning and documents

Work with executive team’s schedule to ensure efficiency.
Complete and execute tasks and projects within deadlines.

Bill paying, tracking and categorization of expenses.

Compile statistical information from company resources, such as Micros and Avero

Support the restaurants with Micros troubleshooting and programing.

Coordinate VIP dining & visit reservations
Become familiar and communicate board members, share holders and investors both internally and externally.
Assist with on-site and off-site Board Meeting preparation
Coordinate Off Site Events as per Office of the CEO including set up, trade, from inception to completion.
Coordinate with Chief of Staff and Administrative Assistant to Jose on events, scheduling and communication.
Manage Board Rooms & Meetings on a daily basis for all Staff
Coordinate office cleanliness and responsibilities and upkeep with HR Manager and Receptionist for entire office.
Travel arrangements for R&D Team, Leaders including hotel stay, ground transportation and air/rail transportation.
Review and approve expense reports for all team members. Review for accuracy, completion and correct coding.
Assist with any other duties as assigned.

REQUIREMENTS:

Experience (3+ years) supporting a senior level professional or equivalent experience
Technology proficient with apps, Microsoft Word, Excel, Outlook and PowerPoint

Oral and Written Comprehension in English (Spanish oral a plus)

Proficient with social media sites

Role model, professional demeanor. Discrete and able to manage confidential information

Demonstrate excellent work ethic
Team player

Self motivated
Excellent communication and organizational skills
Strong memory, quick-witted
Highly efficient, extremely conscientious
Intuitive-must anticipate needs

Proactive with strong follow-up skills
Reliable, flexible, and willing to be available beyond office hours

Able to multi-task and prioritize

React to needs with immediacy/sense of urgency
Poised at all times

Innate ability to handle pressure and deliver on deadlines

Extremely adaptable and able to solve problems

Bachelor's or Associate's degree preferred

Knowledge of or Experience in Hospitality or Culinary industries preferred
Experience (3+ years) supporting a senior level professional or equivalent experience
Proficient in Microsoft Word, Excel, Outlook and PowerPoint. 60 wpm typing or better

*ThinkFoodGroup requires all staff and guests over 12 years of age who are dining indoors to be fully vaccinated.*