Executive Assistant

About GVO Hospitality

GVO Hospitality is a Los Angeles–based hospitality group operating Hilltop Coffee + Kitchen, Lost,

and Somerville, with affiliated businesses in automotive services, retail, and real estate.

Position Summary

GVO Hospitality is seeking an Executive Assistant to provide high-level administrative support to the

company’s principal and executive/managerial team. The Executive Assistant serves as a central

point of coordination for scheduling, approvals, documentation, and administrative operations

across multiple business entities. The position requires sound judgment, strict confidentiality, and

the ability to manage concurrent responsibilities through to completion with minimal oversight.

Key Responsibilities

• Manage the principal’s calendar, including scheduling, rescheduling, and meeting

coordination; assist with coordinating meetings between other executives and managers as

needed

• Maintain company calendars (Meetings, Deadlines, Out of Office, Launches, etc.) logging

important dates promptly and accurately to ensure timely communication and alignment

• Route invoices, payment approvals, and documents between the principal, external

accountants, managers, and the on-site bookkeeper; confirm completion with vendors and

other parties

• Prepare and process contracts, forms, and applications, including W-9s, ACH documentation,

vendor and event paperwork, and government filings

• Process annual and monthly permit/licenses renewals across all locations

• Administer user access and credentials across company systems (Google Workspace, Toast,

Sling, TripleSeat, and related platforms)

• Coordinate HR documentation, including offer letters, onboarding and offboarding paperwork,

and staff communications, in partnership with the payroll administrator and managers

• Assist executive team in drafting employee facing memos

• Support event and partnership logistics, including required documentation for activations and

off-site programs

• Assist management with troubleshooting company systems (Spectrum, Toast, etc.) by

contacting customer support and/or reaching out to appropriate vendors/partners

• Perform occasional in-person tasks across company locations as needed

• Process mail between all GVO locations on a weekly basis (pickup, scan, respond, file)

• Handle a variety of professional errands as needed, including pickup and drop-offs between

locations, mailing and shipping, bank runs and other local logistical tasks.

• Serve as a liaison between executives, employees, vendors, external partners and assist in

communicating between parties to resolve issues

• Maintain confidential employee, financial and company records via physical and electronic

filing systems

Qualifications

• Minimum 3–5 years of experience supporting an executive or managing administrative

operations; hospitality or multi-unit experience preferred

• Demonstrated ability to manage tasks independently and follow through in writing

• Exceptional organization, time management, and attention to detail

• Excellent written and verbal communication skills

• Proven discretion in handling confidential company payroll, legal, employee and financial

information

• Proficiency with Google Workspace (Drive, Calendar, Sheets, Docs) and familiarity with Toast

preferred

• Comfortable handling errands, pickups/drop-offs, and other ad hoc requests

• Valid California driver’s license and reliable transportation is a must

• Los Angeles based, In person (not a remote/hybrid position)

• Seeking a long-term position

Location and Schedule

On-site, Los Angeles, CA. Anticipated start date: September 2026, with a training period alongside

the current Executive Assistant.