Job Description:

• Manage executive email communications and inbox organization
• Coordinate calendars, meetings, appointments, and scheduling
• Track action items, priorities, follow-up tasks, deadlines, and recurring administrative responsibilities
• Prepare business documents, reports, correspondence, and other executive materials
• Organize digital files, business documentation, records, and administrative files
• Handle confidential information professionally and discreetly
• Create and maintain operational trackers and reporting tools
• Coordinate equipment maintenance requests and vendor scheduling
• Communicate with vendors, suppliers, contractors, and internal team members
• Track service calls, maintenance activities, resolutions, and outstanding operational issues
• Document operational procedures and workflows
• Create and maintain Standard Operating Procedures (SOPs)
• Identify opportunities to improve administrative efficiency and business processes
• Respond to routine emails and inquiries
• Follow up on outstanding requests and ongoing projects
• Support internal communication and information sharing
• Assist with project coordination, operational initiatives, business documentation, and executive priorities
• Potentially expand into sales and marketing administrative support, financial administration assistance, multi-location operational coordination, and special projects
• Establish organized systems for tracking priorities and follow-ups
• Continuously improve business processes and operational workflows
• Reduce the executive's administrative burden and support the restaurant group's growth

Requirements:

• Previous experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or Virtual Assistant
• Excellent written and verbal English communication skills
• Skilled in Generative AI prompting
• Ability to translate some emails from French to English and reply to them in English
• Strong organizational and time management abilities
• High attention to detail and accuracy
• Ability to manage multiple priorities simultaneously
• Strong problem-solving and critical thinking skills
• Ability to work independently with minimal supervision
• Professional, reliable, and highly organized
• Comfortable supporting a fast-paced and growing business
• Required: Google Workspace
• Required: Microsoft Office
• Required: Google Calendar or Outlook Calendar
• Required: Email management
• Required: Spreadsheet management using Google Sheets or Excel
• Required: File organization and cloud storage such as Google Drive
• Strong advantage: Project management platforms such as ClickUp, Asana, Trello, or Monday.com
• Strong advantage: SOP documentation
• Strong advantage: CRM software
• Strong advantage: Restaurant or hospitality management systems
• Strong advantage: Canva
• Strong advantage: DocuSign
• Strong advantage: AI productivity tools such as ChatGPT
• Hospitality or restaurant business experience is nice-to-have
• Vendor and contractor coordination experience is nice-to-have
• Project coordination or operations support experience is nice-to-have
• Process improvement and workflow documentation experience is nice-to-have
• Basic bookkeeping or financial administration knowledge is nice-to-have
• Experience supporting growing small businesses or multi-location operations is nice-to-have
• Interest in business operations and organizational development is nice-to-have

Benefits:

• Performance-based transition to full-time after 3 months
• Opportunity to grow into broader operational and project management responsibilities
• Increasing ownership of administrative, operational, and strategic support functions