Executive Office Assistant

Job Details

The Executive Office Assistant provides day-to-day administrative and organizational support to the Concrete corporate office and leadership team. This role helps ensure the office is organized, welcoming, and operating smoothly while providing administrative support to the CEO and key members of the corporate team.
The ideal candidate is organized, dependable, detail-oriented, and comfortable working in a fast-paced office environment. This is a hands-on support role that requires strong follow-through, professionalism, and a willingness to assist wherever needed.

Key Responsibilities

Executive & Administrative Support

• Provide day-to-day administrative support to the CEO and corporate leadership team.
• Assist with maintaining and coordinating the CEO's calendar, including internal and external meetings.
• Schedule meetings and coordinate availability across internal and external stakeholders.
• Help organize meeting logistics, including rooms, materials, and other administrative needs.
• Attend select meetings to take notes and distribute follow-up items as needed.
• Assist with basic correspondence, scheduling, and other administrative requests.
• Maintain organized records and information related to meetings and office activities.
• Work closely with the Corporate Director of Finance and the Area People & Culture Manager in the corporate office to support day-to-day administrative needs and coordination.

Corporate Office Coordination

• Help maintain a professional, organized, and welcoming corporate office environment.
• Maintain awareness of where corporate team members are working and help communicate office schedules and changes as needed.
• Assist with coordination of office supplies, snacks, beverages, and general office necessities.
• Monitor office inventory and place orders as needed.
• Coordinate routine office cleaning and ensure common areas remain clean and presentable.
• Assist with basic office organization and day-to-day upkeep.

Building & Vendor Coordination

• Serve as a point of contact for the building management team regarding routine office needs.
• Help coordinate building access, deliveries, maintenance requests, and other office-related matters.
• Maintain positive and professional relationships with building management and office vendors.
• Communicate office maintenance or facility concerns to the appropriate member of leadership.

Organization & Communication

• Maintain clear and organized calendars, notes, lists, and administrative records.
• Communicate scheduling changes and office updates clearly and promptly.
• Follow up on assigned administrative tasks to ensure completion.
• Maintain professionalism and discretion when working with leadership and confidential business information.
• Support the corporate team with miscellaneous administrative needs as they arise.

Miscellaneous Duties

• Attend meetings, training sessions, and company events as required.
• Assist fellow employees with related administrative and operational needs.
• Take on additional administrative tasks and projects as assigned by management.
• Continuously seek opportunities to improve organization, communication, and efficiency within the office.
  
  

Job Requirements

Qualifications & Skills

• 1–3 years of administrative, office, hospitality, customer service, or related experience preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail and follow-through.
• Strong written and verbal communication skills.
• Comfortable managing multiple tasks and shifting priorities.
• Professional, approachable, and service-oriented demeanor.
• Comfortable working in a collaborative, in-person office environment.
• Basic proficiency with Google Workspace, including Gmail, Google Calendar, Google Docs, and Google Sheets.
• Ability to maintain confidentiality and exercise good judgment.
• Reliable attendance and punctuality are essential.

Other Requirements

• Must be available to work a minimum of 30 hours per week, up to 40 hours per week, five days per week, in person at the central office.
• Ability to lift, carry, and move boxes or supplies up to 40 lbs.
• Ability to work independently while also collaborating closely with members of the corporate team.
• Professional appearance and demeanor required.
• Ability to occasionally adjust priorities based on business needs.

This job description reflects the job content at the time of writing and will be subject to periodic change because of changing operational and environmental requirements.  Such changes will be discussed with the jobholder and the job description amended accordingly.

The jobholder will carry out any other duties as are within the scope, spirit and purpose of the job as requested by the General Manager/Head of Department/Management Company.

The jobholder will actively follow policies including Equal Opportunities policies.

The jobholder will maintain an awareness and observation of Fire and Health & Safety Regulation

Concrete Hospitality Group is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, age, religion, sex, sexual orientation, gender identity, genetic material, national origin, veteran or disability status.

More detail about Concrete Hospitality Group part of Concrete Hospitality Group, please visit https://culinaryagents.com/entities/784458-Concrete-Hospitality-Group