Executive Assistant – Head of Legal (Primary Support)

About the Company

We are a rapidly expanding global dessert brand with:

• 360+ locations across the United States
• 10 locations in the UK
• 10 locations in Canada
• Ongoing international expansion

Our executive team is scaling, and we are seeking a highly organized and experienced

Executive Assistant to provide dedicated support to our Head of Legal, with additional

expense-reporting support for up to three executives.

This role requires professionalism, discretion, and the ability to operate in a fast-paced,

corporate environment.

Role Overview

The Executive Assistant will provide full-time administrative support to the Head of Legal, with

additional shared expense management responsibilities across the executive team.

This role is primarily focused on:

• Calendar management
• Expense reporting
• Travel coordination
• Executive-level administrative support

The ideal candidate is structured, proactive, and comfortable working within established

corporate systems and processes.

Key Responsibilities

Executive Calendar Management

• Manage and maintain a complex executive calendar
• Schedule, reschedule, and coordinate internal and external meetings
• Prioritize requests and protect executive time
• Coordinate with stakeholders to ensure efficient scheduling
• Monitor and manage inboxes related to scheduling needs

Expense Reporting & Administration

• Manage monthly expense reporting using SAP Concur
• Collect, organize, and upload receipts
• Submit expense reports accurately and on time
• Provide expense support for up to three executives

Travel Coordination

• Book and coordinate executive travel (primarily train travel)
• Manage itineraries and scheduling changes
• Ensure smooth travel logistics and documentation

Executive & Administrative Support

• Provide administrative support for the Head of Legal
• Assist with meeting preparation and documentation
• Support deck creation and presentation formatting (PowerPoint)
• Assist with general Microsoft Office-based tasks
• Maintain organized documentation and digital files

Must-Have Qualifications

• 3-5+ years experience as an Executive Assistant supporting senior leadership
• Strong experience in calendar management for executives
• Experience handling executive expense reporting
• Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word)
• Strong written and verbal English communication skills
• Ability to work full-time in Eastern Time (US)
• High level of discretion and professionalism
• Strong organizational and prioritization skills

Nice-to-Have Qualifications

• Experience using SAP Concur
• Experience supporting Legal or Corporate Executives
• Strong PowerPoint deck creation skills
• Canva proficiency
• Experience in fast-growing or multi-location companies
• Exposure to global operations

Working Hours

• Full-Time (40 hours/week)
• Must work Eastern Time (US business hours)
• Fully Remote