Executive Assistant

About the company A well-established, family-owned bakery and café specializing in authentic New York-style bagels and freshly prepared breakfast and lunch offerings. The company has built a strong reputation for high-quality food, exceptional customer service, and a welcoming neighborhood atmosphere. With multiple locations and a loyal customer base, it emphasizes freshness, consistency, teamwork, and operational excellence while fostering a collaborative and fast-paced work environment.

Position Summary The Executive Assistant provides high-level administrative and operational support to senior leadership by managing schedules, coordinating communications, organizing meetings, preparing reports, and handling confidential information with professionalism and discretion.

Executive Support

• Manage executive calendars, appointments, and scheduling.
• Coordinate meetings, travel, itineraries, and conferences.
• Prepare agendas, reports, presentations, and correspondence.
• Screen calls, emails, and communications.
• Record meeting minutes and track action items.

Administrative Support

• Maintain confidential files and records.
• Process expense reports and reimbursements.
• Coordinate contracts and document management.
• Manage office supplies and executive office operations.

Project Coordination

• Assist with strategic projects and initiatives.
• Track deadlines and follow-up on executive priorities.
• Coordinate communication across departments.

Board and Committee Support

• Prepare Board packets.
• Coordinate Board meetings.
• Record Board meeting minutes.
• Maintain governance records.

Communication

• Serve as liaison between executives and stakeholders.
• Draft organizational communications.
• Handle sensitive inquiries professionally.

Office Operations

• Coordinate special events and meetings.
• Support administrative procedures.
• Recommend process improvements.

Required Qualifications

• Associate’s degree required; Bachelor’s degree preferred.
• Five years of executive administrative support experience.
• Advanced Microsoft Office proficiency.
• Excellent written and verbal communication.
• Strong organizational skills and confidentiality.

Preferred Qualifications

• Experience supporting nonprofit or executive leadership.
• Board governance experience.
• Project management experience.

Knowledge, Skills & Abilities

• Exceptional organization and multitasking.
• Professional judgment and discretion.
• Strong customer service and interpersonal skills.
• Ability to prioritize multiple deadlines.

Physical Requirements

• Prolonged sitting and computer work.
• Occasional lifting up to 25 pounds.
• Occasional travel.

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