Office Manager and Executive Assistant
POSITION OVERVIEW (ROLE):
The Office Manager & Executive Assistant at Vibe Restaurants plays a pivotal role in ensuring the seamless operation of the office environment while providing high-level administrative support to the President/COO and other senior leaders. This role is responsible for managing daily office operations, coordinating internal events, and executing administrative tasks such as scheduling, travel arrangements, and special projects. The Office Manager & Executive Assistant acts as a key point of contact for internal and external stakeholders, fostering an organized, professional, and collaborative workplace that aligns with Vibe Restaurants' commitment to operational excellence and team synergy.
ESSENTIAL JOB FUNCTIONS:
- Office Management
- Oversee daily office operations to maintain a clean, organized, and professional workspace.
- Manage office supplies inventory, place orders, and coordinate with vendors for timely restocking.
- Liaise with building management and service providers to coordinate maintenance and service of office equipment and facilities.
- Organize internal and external events, team meetings, and office activities to enhance workplace culture.
- Serve as the primary point of contact for vendors, building management, and external service providers.
- Coordinate and provide meals for office staff every Thursday.
- Maintain and update data in the DMA, Directory, Contacts list, and other internal systems or databases.
- Support onboarding by providing new hires with Vibe-branded attire, accessories, and Engine account setup.
2. Executive Administrative Support
- Provide comprehensive administrative support to the President/COO and leadership team, including scheduling, travel arrangements, and correspondence.
- Manage executives' calendars, schedule meetings, and coordinate logistics to ensure seamless operations.
- Prepare meeting materials, including documents, presentations, and meals/beverages, and troubleshoot issues during meetings.
- Prepare and submit Expensify reports and assist with creating and printing presentations and documents as needed.
- Direct phone calls and emails professionally and promptly to appropriate contacts.
- Sort and distribute mail efficiently.
- Manage email account setups, including password resets and creating email addresses for new store locations.
3. Cross-Departmental Support
- Support cross-departmental initiatives, such as the Birthday/Anniversary lunch program and the Little Caesars Quarterly Champion Award.
- Accommodate marketing requests across all Vibe Restaurants brands, including shipping POP, promo items, recognition/communication boards, and coordinating ribbon-cutting ceremonies for new store openings.
- Execute special projects and tasks as assigned by the President/COO or other senior leaders.
ACCOUNTABILITIES:
- Ensures a well-maintained, organized, and professional office environment.
- Keeps the leadership team informed of administrative and operational updates.
- Drives efficient coordination of meetings, events, and cross-departmental initiatives.
- Maintains accurate and up-to-date records in internal systems and databases.
- Supports the timely execution of marketing and onboarding tasks.
RESPONSIBILITIES:
- Oversees office operations and vendor relationships to ensure a productive workplace.
- Manages executive schedules and meeting logistics with precision and professionalism.
- Tracks and reports on project progress for special initiatives and cross-departmental programs.
- Maintains strong communication with internal teams and external stakeholders.
- Supports new store openings and marketing initiatives in alignment with company objectives.
QUALIFICATIONS/REQUIREMENTS:
Education & Experience:
- Bachelor's degree in Business Administration, Office Management, or a related field preferred; equivalent experience considered.
- 3+ years of experience in office management, administrative support, or executive assistant roles, preferably in hospitality or multi-unit operations.
- Experience in event planning, vendor coordination, or supporting marketing initiatives is a plus.
Skills & Abilities:
- Exceptional organizational and multitasking skills with the ability to prioritize in a fast-paced environment.
- Strong communication skills, both written and verbal, with a professional and courteous demeanor.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with database management (e.g., DMA, Directory, Contacts).
- Familiarity with expense reporting tools (e.g., Expensify) and basic IT tasks (e.g., email account setup and password resets).
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Strong problem-solving skills and adaptability to changing priorities.
PHYSICAL DEMANDS:
- Primarily office-based with occasional movement to coordinate events or manage supplies.
- Ability to sit for extended periods while performing administrative tasks.
- Occasional lifting of office supplies or event materials up to 25 pounds.
- Manual dexterity to operate office equipment, including computers, printers, and phones.
WORK ENVIRONMENT:
- Office-based role with a dynamic and collaborative atmosphere.
- Occasional evening or weekend availability for urgent matters or special events.
- Interaction with internal teams, vendors, and external stakeholders in a fast-paced environment.
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