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.