Executive Assistant

ROLE DESCRIPTION

The Executive Assistant will provide direct, high-level support to the CEO, enabling the leader to focus on strategic growth, store expansion and business leadership. This role will manage the CEO’s schedule, communications, travel, key projects and stakeholder interface — acting as a trusted partner, gatekeeper and coordinator across functions

KEY RESPONSIBILITIES

Executive & Administrative Support

Manage the CEO’s calendar, meetings, appointments and travel (domestic / international), including itineraries, accommodations, expenses.

Screen and prioritize incoming calls, emails and correspondence; draft responses, ensure timely follow-up and alignment with priorities.

Prepare briefing documents, presentations, reports and talking points for meetings, board interactions, store-opening events and leadership reviews.

Create and maintain confidential files, records and reports; ensure information security and discretion.

Stakeholder & Coordination

Act as liaison between the CEO and internal leadership team, store operations, marketing, finance and vendors.

Coordinate board / leadership meetings or store-opening events : agenda creation, materials distribution, minutes, follow-up on action items.

Support vendor / partner engagement : schedule meetings, ensure documentation, follow-through on commitments.

Project & Strategic Support

Assist in special projects and strategic initiatives led by the CEO : establish timelines, track milestones, coordinate cross-functional input.

Anticipate needs : identify potential gaps, prepare early briefings, raise issues for CEO’s attention.

Monitor key deliverables within the CEO’s office : store launch readiness, major vendor contracts, marketing milestones.

Process Improvement & Office Systems

Establish and maintain office processes for the CEO’s office : document management, task-trackers, dashboards, expense workflows.

Improve efficiencies : suggest tools, templates or workflows that help the CEO and leadership team work more smoothly.

Manage confidential correspondence, ensure compliance with company policies, assist with offsite / onsite special events.

KPIs / Metrics

% of meetings scheduled and executed as per plan for the CEO

Accuracy and timeliness of briefing materials for CEO engagements

Travel & expense variances within budget

Number of strategic project milestones tracked and completed under CEO’s office

Internal stakeholder satisfaction with the CEO’s office support

Timeliness of action-item follow-ups and coordination from CEO’s meetings

Qualifications & Skills

Bachelor’s degree in Business Administration / Management / relevant discipline

2-4 years’ experience supporting senior leadership (preferably C-suite) in a dynamic environment

Exceptional organizational, multitasking and prioritization skills

Excellent written & verbal communication; ability to draft professional documents, emails and presentations

High degree of confidentiality, discretion and integrity

Strong proficiency in MS Office (Word, Excel, PowerPoint), calendar & travel tools; familiarity with dashboards / trackers is a plus

Ability and willingness to travel domestically and occasionally internationally

Proactive mindset : able to anticipate needs, act independently, handle ambiguity