The Role
Provides comprehensive administrative support to multiple executives, including calendar and travel coordination, meeting and event planning, communications, expense reporting, project follow-up, Board meeting materials, vendor coordination, and executive deadline management. Requires confidentiality, strong organization, communication, proofreading, and proficiency with Microsoft Office tools.
Summary Generated by Built In
Job Summary & Responsibilities
Position Summary:
The Pei Wei Executive Assistant provides senior level, overall administrative support including but not limited to: reporting, scheduling, meeting planning, managing communications, projects, and managing executive deadlines and initiatives. The role requires the ability to maintain strict confidentiality in a variety of circumstances and the ability to communicate (written and verbal) with all levels of the organization including high-level corporate executives, members of the Board of Directors, coworkers and outside visitors.
Essential Functions:
* Provides administrative support and follow up for many items including scheduling appointments and meetings, managing conference room reservations, organizing conference calls, coordinating working-lunches and events etc.
* Coordinates travel plans and prepares company expense reports for review/approval
* Coordinates, merges and keeps current executive calendars
* Creates and responds to a variety of correspondence; incoming & outgoing. Handles (and documents) calls and inquiries, both internal and external
* Administratively coordinates and supports project plans, deadlines and actions plans for executives
* Creates, updates and disseminates administrative documents such as (but not limited to) meeting agendas, project templates, milestone measures and updates, directory, reports, presentations * Serves as point-person and coordinator for some contract and vendor relationships and services
* Executes preparation of Board Books for Board Meetings on a quarterly basis. Assists with the development of content, assimilating/disseminating materials, performs follow up from department heads, formats reporting; uploads, copies and finalizes materials as assigned
* Acts as communication gatekeeper for communications from RSO to field operations
* Oversees the annual General Managers conference including all aspects of site selection, meeting coordination, presentation development, travel and activity arrangements
* Assists with the development and support of a broad variety of projects plans and/or action plans designed to improve executive strategies and objectives.
* May assist with job tasks for other functional areas as needed
* Builds and maintains positive and productive working relationships with internal team members
Preferred QualificationsRequirements: Education:
* High School diploma or GED required
Experience:
* 5+ years supporting multiple executive-level leaders
* Extensive experience planning corporate meetings
* Previous experience in a fast-paced, deadline-driven, team environment
* Experience planning corporate travel and processing expenses
Competencies:
* High level of proficiency in the use of Microsoft Outlook, PowerPoint and Word required
* Excellent customer service skills and telephone etiquette
* Highly developed communication skills and ability to effectively communicate with multiple audiences including Corporate Executives and the Board of Directors
* Ability to maintain strict confidentiality in a variety of circumstances
* Highly developed oral and written communication skills and ability to efficiently proofread documents
* Ability to work effectively under the pressure of deadlines and adapt quickly to shifts in priorities
* Must be detail orientated and demonstrate strong organization skills
* Self-starter with a willingness to help out where needed
Working Conditions:
* Work is performed primarily in an office setting
* While performing the duties of this job, the employee is regularly required to stand, sit, demonstrate manual dexterity, climb stairs, talk, hear and see * Must be able to travel up to 10% of the time * Occasionally may be required to lift moderately heavy objects (up to 10 pounds) during the course of the workday The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. The company is an equal opportunity employer and will provide needed reasonable accommodations to the employee to perform the essential functions of the position.
Skills Required
- High school diploma or GED
- 5+ years supporting multiple executive-level leaders
- Extensive experience planning corporate meetings
- Experience in a fast-paced, deadline-driven, team environment
- Experience planning corporate travel and processing expenses
- Proficiency in Microsoft Outlook, PowerPoint, and Word
- Excellent customer service skills and telephone etiquette
- Strong written and verbal communication skills
- Ability to maintain strict confidentiality
- Strong proofreading, organization, and attention to detail
- Ability to work under deadlines and adapt to shifting priorities
Am I A Good Fit?
Get Personalized Job Insights.
Our AI-powered fit analysis compares your resume with a job listing so you know if your skills & experience align.
Success! Refresh the page to see how your skills align with this role.
The Company
What We Do
Pei Wei Asian Kitchen is dedicated to serving authentic, Asian-inspired dishes that prioritize freshness without sacrificing speed. Since its inception in 2000, the company has been committed to delivering bold flavors and high-quality meals prepared by expert chefs in open kitchens. Specializing in a variety of freshly made Chinese and other Asian cuisines, Pei Wei ensures every customer enjoys a delightful and authentic dining experience.
