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