Executive Assistant

Maple Hospitality Group - Chicago, IL

Full-time - Mid Level

Chicago, IL

About the position

The Executive Assistant will play a crucial role in supporting the Partners by managing their schedules, coordinating travel, and acting as a liaison between the Partners and various internal departments. This position requires a proactive individual who can prioritize tasks based on urgency and importance, ensuring that the Partners are well-informed of their commitments and responsibilities. The Executive Assistant will be responsible for organizing the Partners' days, which includes managing their calendars, booking travel arrangements, and preparing meeting agendas and documents. In addition to administrative tasks, the Executive Assistant will handle confidential correspondence, screen emails and phone calls, and communicate on behalf of the Partners when necessary. The role also involves maintaining organization within files, databases, and spreadsheets, as well as running errands and performing minor accounting duties. The Executive Assistant will be expected to monitor project progress, write quarterly reports, and ensure that all necessary licenses are maintained and renewed. This position requires a detail-oriented individual who can work effectively under pressure and build relationships with a diverse range of individuals. The ideal candidate will have a strong background in hospitality and customer service, with at least 5 years of administrative experience in a similar environment. They must possess excellent interpersonal and communication skills, be enthusiastic and punctual, and have a thorough knowledge of Microsoft Office products. The Executive Assistant will also need to be willing to travel up to 40% of the time to assist the Partners in local activations and other responsibilities.

Responsibilities

• Organize Partner's days by managing his calendar and prioritizing tasks based on urgency and importance.
• Work closely with the Partners to keep them informed of upcoming commitments and responsibilities, following up as necessary.
• Book and coordinate travel arrangements for the operations team and Partners, including flights, hotels, and transportation.
• Act as a liaison between the Partners and internal departments, maintaining credibility and trust with restaurant operations management staff and corporate department heads.
• Draft professional correspondence, memos, and letters, many of which are confidential in nature.
• Communicate on behalf of the Partners in their absence or upon request.
• Create and maintain organization of files, databases, and spreadsheets in Google Drive and Dropbox.
• Prepare, update, and send out meeting agendas with supplemental documents as necessary.
• Screen email messages and telephone calls, judging when and how to respond appropriately.
• Travel as needed to assist the Partners in local activations and other responsibilities.
• Schedule meetings, appointments, and conference calls, preparing agendas and documents ahead of time.
• Stay informed about the status of all the Partners' projects and tasks, assisting in keeping them on target.
• Run errands such as printing, copying, shipping, ordering lunch, and setting up logistics for large meetings.
• Maintain a depleting budget to ensure the company stays within budget.
• Perform minor accounting duties and maintain comprehensive and accurate records.
• Write quarterly reports for each location and work with applicable departments on brand projects.
• Review and reconcile bills and invoices, including personal credit card statements.
• Ensure necessary licenses are maintained and/or renewed as applicable.
• Collect and organize tax documents and manage gifts for staff, vendors, and guests as requested.
• Monitor and report progress on projects.

Requirements

• Enthusiastic, highly motivated, and guest-driven individual.
• Excellent interpersonal and communication skills, both verbal and written.
• Proactive and responsible with the ability to work in high-pressure situations.
• Ability to build relationships with people of varying backgrounds and personalities.
• Personal pride in appearance and professionalism.
• Excellent time-management and project-management skills.
• Exceptional problem-solving abilities and attention to detail.
• Willingness to travel up to 40% of the time.
• Basic knowledge of hospitality operations.
• Education: Hospitality and/or Business Diploma or Degree.
• 5+ years of administrative experience in a similar environment.