Executive Assistant

Executive Assistant

Reporting to our Chief Executive Officer, Chief Financial Officer and our Chief of Staff, our Executive Assistant is a vital and highly visible role that ensures the efficient operation of organization and that of the Executive office. The Executive Administrative Assistant plays a vital role in supporting the executive team and ensuring the efficient operation of the organization and acts as a critical advisor to the Executive team. The successful candidate will be proactive, resourceful, and capable of managing multiple priorities with impeccable accuracy and professionalism. The Executive assistant will demonstrate discretion and judgement, as the they will often handle sensitive information and interact with senior executives, clients, and other stakeholders.

The Executive Assistant is responsible for preparing presentations and reports on behalf of the executive, ensuring that all deadlines are met and necessary information is submitted for inclusion in presentation materials or other collaborative media. Additionally, the Executive Assistant meticulously reviews all reports and information materials to guarantee continuity, relevance, and completeness. With a keen understanding of the objectives of each executive and board of director meeting, the administrative assistant oversees and manages all activities to ensure the meeting successfully achieves its intended goals.

Essential Functions of the Job:

Works autonomously to establish and manage the processes and procedures that support the executive administration activities of the business including creating and maintaining a professional environment.

• Maintains a thorough knowledge of Senior Executive's accountabilities, objectives, and method of operation to ensure work performed and decisions made support these objectives.

• Represents the executive in response to internal and external inquiries. Utilizes strong business knowledge to correspond and has authority to act on the executive's behalf regarding administrative matters of significance. Typical interactions include other executives of the business, board members, shareholders, franchisees, investment analysts, media, Team Members from all levels of the organization. Organizes, priorities, and directs certain request or inquiries to other executives within the company and follows up to ensure resolution.

• Manage costs, contracts, and invoices associated with projects and/or meetings. Negotiates and makes decisions concerning fees and terms, within certain level of authority, that are in the best interest of the company. In addition, completing expense reports within a timely manner.

• Ensure progress is being made on actionable items on behalf of Senior Executive.

• Screen all incoming calls; read and analyze incoming correspondence and reports and determine their significance; respond independently exercising good judgment; interpret requests and disseminate information appropriately.

• Manage Senior Executive's calendar and independently schedule appointments and meetings that make the most efficient use of executive resources and align with the priorities of the business.

• Create, revise, and transmit correspondence including memos, letters, and reports originating from rough drafts, verbal instructions, and using independent judgement based on experience and knowledge of the business.

• Establishes document retention policy and practice. Performs essential recordkeeping duties to organize and maintain critical confidential information. Reviews documents to determine retention needs or highlights and summarizes important issues to the executive that may affect business operations.

• Establishes processes and procedures that organize and prioritize information or report progress related to material matters of the business. Works autonomously to ensure that all tasks and outstanding issues relating to Senior Executive are addressed and resolved expeditiously.

• Process and approve invoices and prepare and audit Senior Executive's expense reports in compliance with company policies.

• Perform general administrative duties as required.

• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.

• Maintain positive and approachable atmosphere.

• Maintain thorough knowledge of company operations, policies, and procedures.

• Other duties as assigned by supervisor.

Prepares presentations and reports on the Executive's behalf. Follows up to ensure other executives achieve assignment deadlines and submit necessary information for input to presentation materials or assignments. Reviews and edits materials submitted to ensure continuity and relevance.

• Creates edits and archives compelling reports and presentations for Senior Executives and board member review.

• Create project status reports for executives on a regular basis; spot problems, report progress, and ensure action items are addressed.

• Carry out special projects as assigned; projects may include researching, gathering, compiling, and presenting data; some analysis may be required.

Understands the objectives of executive and Board of Director meetings. Managers all aspects of the meeting to ensure the objective of each is achieved.

• Prepare for high level executive activities including scheduling and facilitating on-site and off-site meetings, telephone and video conferences; manage meeting agendas and pre-reads; create expert presentations, oversee set-up, creation of meeting packets; make necessary travel arrangements for the Senior Executives.

• Communicate with RRGB Board of Directors and coordinate all meetings, logistics and ensure they run smoothly.

• Prepares reports by collecting and analyzing information for all meetings.

• Represents the executive by attending meetings in the executive's absence and speaking for the executive.

Qualifications and Competencies:

• Bachelors degree or equivalent work experience preferred

• 8+ years' experience supporting Senior Executives including CEO

• 2+ experience supporting Board of Directors preferred

• Proven experience as an executive administrative assistant or similar role, preferably in a publicly held corporate environment.

• Understand complex business structures of publicly held companies

• Liaison for the Board of Directors preferred with a public company

• Skilled negotiator with advanced research skills

• Highly effective communicator using written and verbal forms of communication

• Able to handle administrative tasks independently, exercising exceptional judgment

• Strong communication skills, both written and verbal, with a professional and courteous demeanor.

• Extensive knowledge of core administrative procedures and systems

• Experienced in establishing/maintaining cooperative interpersonal relationships

• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat

• Experience with Concur (preferred)

• Strong organizational skills

• Able to manage one's time and the time of others

• Flexibility and adaptability to changing priorities and environments.

• Flexible hours as dictated by the needs of business for projects and meetings

Benefits:

• Annual bonus opportunity

• Paid time off and holidays

• Health, vision, dental, life insurance plans, and discounts

• 401(k) savings plan plus a company match with immediate vesting

• Eligible to participate in the employee stock purchase plan after 1 year of continuous employment

• Discounts on Red Robin food

Compensation Range: $65,907.00 - $92,814.00

Red Robin is an Equal Opportunity & E-Verify Employer