Executive Administrative Assistant

Job Title: Executive Administrative Assistant / Operations Support
Location: Newport Beach, CA
Employment Type: Full-Time
Schedule: Monday–Friday, 8:00 AM–5:00 PM/Hybrid
Compensation: $60,000 annually

Company Overview:
A growing, customer-focused organization committed to operational excellence, exceptional guest experiences, and strong cross-functional collaboration. The company values teamwork, innovation, and delivering outstanding service across all aspects of its business.

Job Summary:
The Executive Administrative Assistant / Operations Support provides high-level administrative support to executive leadership while serving as a central resource for office operations and operational support initiatives. This role manages executive priorities, coordinates company projects and events, supports guest relations, and ensures the efficient day-to-day operation of the corporate office. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while maintaining strict confidentiality.

Key Responsibilities:

Executive & Administrative Support

• Provide administrative support to executive leadership while maintaining the highest level of confidentiality and professionalism
• Coordinate executive calendars, meetings, and operational communications
• Manage office operations to ensure an organized and efficient work environment
• Greet visitors and coordinate incoming phone calls and office communications
• Order office supplies, food, beverages, and maintain common office areas and equipment
• Coordinate lunches and logistics for meetings and company events

Guest Relations & Customer Support

• Monitor and respond to online customer reviews and feedback across multiple platforms
• Serve as the primary contact for guest feedback received through company communication channels
• Coordinate issue resolution with appropriate internal departments
• Track customer feedback trends and prepare summary reports
• Manage customer goodwill programs, including gift cards, promotional items, and related reporting
• Research customer inquiries and process refunds when appropriate

Operations Support

• Coordinate business account setup and maintenance for company locations
• Manage print and marketing materials through external vendors
• Assist with marketing initiatives, campaigns, and product support
• Maintain product and menu-related information and tracking documentation
• Coordinate monthly sales meetings and operational events
• Support new location openings through vendor coordination, permits, supply ordering, mail services, signage, and opening events
• Assist operations leadership with scheduling and workforce communications
• Support fundraising initiatives and charitable partnership requests
• Assist Operations and Training teams with special projects as assigned

Facility Coordination

• Serve as the primary contact for building management, maintenance vendors, cleaning services, and office security needs
• Coordinate office maintenance and facility-related requests

Qualifications

Required:

• 1–4 years of administrative, executive support, or office management experience, or an equivalent combination of education and experience
• Strong proficiency with Microsoft Office Suite, including Excel, Word, Outlook, PowerPoint, and Access
• Experience with Adobe Photoshop or similar graphic editing software
• Excellent written and verbal communication skills
• Strong organizational, time management, and multitasking abilities
• Ability to work independently while managing multiple priorities
• Strong attention to detail and follow-through
• Ability to type 75+ words per minute
• Ability to maintain confidentiality and exercise sound judgment
• Strong interpersonal skills with the ability to build relationships across all levels of the organization

Preferred:

• Bachelor's degree in Business or a related field
• Restaurant or hospitality industry experience
• Shorthand experience

Key Competencies:

• Initiative and accountability
• Adaptability and flexibility
• Strong customer service orientation
• Team collaboration
• Sound decision-making
• Organization and attention to detail
• Ability to perform effectively in a fast-paced environment

Work Environment:

• Office-based work environment
• Occasional overtime as business needs require
• Frequent sitting with occasional walking, reaching, stooping, and kneeling
• Ability to handle confidential information and perform effectively under deadlines and changing priorities

Pay: $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Retirement plan
• Vision insurance

Work Location: In person