Executive Assistant

Executive Assistant to the Founder

Position Summary

This is a high-trust, founder-first role supporting Greg Buchheister across Coffeebar, DOPO and selected personal matters. The Executive Assistant will protect the Founder’s time, organize decisions and commitments, prepare meetings and travel, manage executive communication, and drive disciplined follow-through across a distributed hospitality company. Because the Founder works remotely and moves across markets, the right person must be more than a scheduler. A significant share of the work is hands-on email management, written follow-up, coordination and careful attention to detail. The right person enjoys that work, anticipates needs, separates signal from noise and makes sure important commitments do not disappear between conversations.

Core Accountabilities

1. Protect the Founder’s time and priorities — Maintain one trusted calendar and priority system; shape the week around the few outcomes that matter most; protect focus time; surface conflicts early; and help the Founder say “not now” when needed.

2. Run the executive communication flow — Triage email, messages, calls, invitations and requests; draft clear, warm correspondence; gather missing context; route work to the right owner; and escalate urgent or sensitive matters promptly.

3. Create meeting readiness and closure — Schedule meetings, prepare agendas and briefing materials, capture decisions and action items, and distribute follow-up. Each material commitment involving the Founder should have an owner, next action, follow-up date and clear definition of done.

4. Manage complex travel and logistics — Build complete domestic and occasional international itineraries; coordinate air, lodging, ground transportation, reservations and contingency plans; and make business and personal travel feel calm and prepared.

5. Drive the executive operating cadence — Run a brief daily priority check-in and weekly planning rhythm; maintain the Founder’s action tracker and visibility into initiatives that specifically require his attention; and prompt accountable owners without becoming the project manager for every company commitment.

6. Support decisions and special projects — Research options, organize documents, prepare presentations and spreadsheets, compare vendors or major purchases, and coordinate selected assignments across business, real estate, community and philanthropic priorities. Each assignment should have a defined scope, accountable owner, priority, outcome and endpoint.

7. Provide carefully bounded personal support — Coordinate selected family and personal logistics—including appointments, reservations, travel, important documents, vehicle or household scheduling and occasional errands—when doing so protects the Founder’s time and family priorities.

8. Maintain trusted records and administrative controls — Keep confidential digital files, contacts and recurring records organized; coordinate expense reconciliation and approved payments; track signatures and deadlines; and create simple repeatable checklists and playbooks.

9. Represent the Founder with warmth and judgment — Build trusted relationships with employees, partners, vendors, community members and personal contacts. Communicate in a way that reflects Coffeebar’s hospitality, history and founder-led culture.

10. Provide limited leadership-team support — Once the Founder’s core support system is stable, provide clearly defined help to designated leaders with scheduling, meeting preparation, communication and follow-through. This support remains secondary to the Founder, enters through one prioritized queue and does not create direct side-door requests or open-ended administrative coverage.

What Success Looks Like

• The Founder begins each week knowing the highest priorities, protected focus time and decisions that require attention.

• Critical meetings, travel, deadlines and follow-ups are prepared early; avoidable surprises and dropped balls become rare.

• Material Founder decisions and action items are documented within one business day and tracked to closure with the accountable owner.

• The executive inbox, calendar, files and Founder action tracker are trustworthy, current and easy to use.

• Designated leaders receive timely, bounded support without diluting Founder-first priorities, bypassing the request queue or creating a second chain of command.

• The role con…