Executive Assistant

Key responsibilities

The Executive Administrative provides comprehensive executive and administrative support to the CEO, President, and CFO. This position manages day-to-day executive coordination, communications, meeting preparation, and administrative processes to help leadership stay organized, prepared, and focused. The role coordinates work across departments, tracks assigned projects and action items, and ensures timely follow-through on executive decisions. Success requires sound judgment, discretion, attention to detail, and the ability to manage competing priorities in a fast-paced environment.

Primary Responsibilities

Executive Support & Administration

• Manage executive Outlook email, calendars, tasks, and contacts, including drafting correspondence, scheduling appointments, and prioritizing follow-up.

• Coordinate the business calendars of Jeff Oddo, Michael Karp, and Molly Schaar, proactively resolving scheduling conflicts and ensuring they are prepared for meetings and commitments.

• Schedule executive meetings and calls; coordinate agendas, supporting materials, logistics, and reminders.

• Arrange business travel, including transportation, accommodations, itineraries, and related meeting details.

• Screen and respond to calls and correspondence, exercising discretion and routing requests appropriately.

• Organize and maintain electronic records, including board materials, franchise communications, and other documents.

• Process business credit card statements and expense reports, obtain supporting documentation, and resolve discrepancies.

Executive Operations & Follow-Through

• Translate executive direction into clear tasks, timelines, and follow-up items.

• Coordinate assigned projects across departments, confirming responsibilities, monitoring deadlines, and communicating progress.

• Track executive decisions and commitments to ensure action items are completed.

• Maintain recurring leadership meeting schedules and administrative processes.

• Support executives with research, information gathering, and preparation of reports.

Communications & Relationship Support

• Draft and coordinate routine executive correspondence, meeting communications, and business updates.

• Coordinate employee and franchise recognition on behalf of executives, working with the appropriate department.

• Ensure communications are accurate, timely, professional, and consistent with company standards.

Performance metrics

The following metrics apply to this position and should be recorded in your scorecard:

• Communication quality: Produce executive correspondence and communications that are timely, professional, accurate, and require minimal correction.

• Confidentiality: Consistently safeguard confidential executive, employee, franchise, and company information.

• Executive calendar effectiveness: Maintain accurate calendars with minimal preventable conflicts; proactively resolve scheduling issues.

• Meeting readiness: Ensure agendas, materials, logistics, and reminders are completed for 95%+ of applicable executive meetings by the agreed deadline.

• Action-item follow-through: Document and track 95%+ of assigned executive action items, with timely follow-up through completion.

• Responsiveness: Acknowledge or appropriately route time-sensitive executive requests within agreed service expectations.

• Travel accuracy: Complete travel arrangements accurately and on time, with minimal avoidable changes or booking errors.

• Expense administration: Submit complete executive expense reports and credit-card reconciliations by established deadlines with 98%+ accuracy.

Requirements

Position Requirements

• Bachelor’s Degree.

• 2 - 4 years of previous relevant experience.

• Strong organizational skills and consistent attention to detail.

• Excellent written and verbal communication.

• Ability to work independently with limited guidance and adapt to changing priorities.

• Sound judgment and discretion when handling confidential information.

• Resourcefulness and a practical approach to solving problems.

• Ability to manage multiple deadlines while maintaining accuracy and professionalism.

• Strong working knowledge of Outlook, Word, Excel, PowerPoint, Teams, and electronic document management.

• Ability to build effective working relationships with executives, employees, franchise owners, and external contacts.

Working Conditions

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• The work is generally sedentary with extended periods of sitting; frequent standing, walking, typing, and use of hand and finger dexterity for keyboard and office equipment operation (e.g., computers, phones, mobile devices).

• Hearing and vision within normal ranges are essential for effective communication, receiving information, and preparing documents.

• Occasional lifting or carrying items weighing up to 10 pounds may be required.

Work Environment: This position is located in a typical office setting with moderate noise levels. It is climate-controlled with standard office lighting and equipment. The role involves sitting for extended periods, using a computer, and occasional walking or standing. The office environment may include occasional meetings, phone calls, and interactions with colleagues and clients.

DISCLAIMER: The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the company reserves the right to change this job description and/or assign tasks for the employee to perform, as the company may deem appropriate.

Benefits

City Wide Franchise provides competitive compensation with bonus potential and a full benefits package including medical, dental, vision, life insurance, short and long-term disability, PTO, and a 401k plan. The company is known for its collaborative, people-centered culture, offering a fast-paced, flexible, and supportive work environment that encourages ongoing learning and development. Employees also enjoy paid time for community service and charity work. Read more about City Wide at www.gocitywide.com

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