Executive Assistant

Based at our Home Office, the Executive Assistant will oversee and manage the executive administrative function for 3-4 senior executives.  The Executive Assistant will work autonomously to establish and manage the processes and procedures that support the executive administrative activities of the business.  The Executive Assistant uses discretion and independent judgement to respond to inquiries, advise executives, or negotiate terms and conditions within certain levels of authority that obligate the company or may affect its reputation or performance of its executives and independent directors.  The Executive Assistant prepares presentations and report on the executive’s behalf and ensures that all executives meet assign deadlines and submit necessary information for input to presentation materials or other collaborative media.  The Executive Assistant reviews all reports and information materials to ensure continuity, relevance, and completeness of the materials.  The administrative assistant will understand the objective of each individual executive and board of director meeting and will oversee and manage all activities to ensure the meeting achieves the objective.

Essential Functions of the Job:

Works autonomously to establish and manage the processes and procedures that support the executive administration activities of the business including creating and maintaining a professional environment     Maintain positive and approachable atmosphere.Maintain thorough knowledge of company operations, policies, and procedures.Maintains a thorough knowledge of Senior Executive's accountabilities, objectives, and method of operation to ensure work performed and decisions made support these objectives.Represents the executive in response to internal and external inquiries.  Utilizes strong business knowledge to correspond and has authority to act on the executive's behalf regarding administrative matters of significance.  Typical interactions include other executives of the business, board members, shareholders, franchisees, investment analysts, media, Team Members from all levels of the organization.  Organizes, priorities, and directs certain request or inquiries to other executives within the company and follows up to ensure resolution. Manage costs, contracts, and invoices associated with projects and/or meetings.  Negotiates and makes decisions concerning fees and terms, within certain level of authority, that are in the best interest of the company. In addition, completing expense reports within a timely manner.Ensure progress is being made on actionable items on behalf of Senior Executive.Screen all incoming calls; read and analyze incoming correspondence and reports and determine their significance; respond independently exercising good judgment; interpret requests and disseminate information appropriately.Manage Senior Executive's calendar and independently schedule appointments and meetings that make the most efficient use of executive resources and align with the priorities of the business.Create, revise, and transmit correspondence including memos, letters, and reports originating from rough drafts, verbal instructions, and using independent judgement based on experience and knowledge of the business.Establishes document retention policy and practice.  Performs essential recordkeeping duties to organize and maintain critical confidential information.  Reviews documents to determine retention needs or highlights and summarizes important issues to the executive that may affect business operations.Establishes processes and procedures that organize and prioritize information or report progress related to material matters of the business.  Works autonomously to ensure that all tasks and outstanding issues relating to Senior Executive are addressed and resolved expeditiously.Process and approve invoices and prepare and audit Senior Executive's expense reports in compliance with company policies.Perform general administrative duties as required.Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.Other duties as assigned by supervisor.

Prepares presentations and reports on the Executive’s behalf.  Follows up to ensure other executives achieve assignment deadlines and submit necessary information for input to presentation materials or assignments.  Reviews and edits materials submitted to ensure continuity and relevance.     Creates edits and archives compelling reports and presentations for Senior Executives and board member review.Create project status reports for executives on a regular basis; spot problems, report progress, and ensure action items are addressed.Carry out special projects as assigned; projects may include researching, gathering, compiling, and presenting data; some analysis may be required.

Understands the objectives of executive and Board of Director meetings.  Managers all aspects of the meeting to ensure the objective of each is achieved.    Prepare for high level executive activities including scheduling and facilitating on-site and off-site meetings, telephone and video conferences; manage meeting agendas and pre-reads; create expert presentations, oversee set-up, creation of meeting packets; make necessary travel arrangements for the Senior Executives.Communicate with RRGB Board of Directors and coordinate all meetings, logistics and ensure they run smoothly.Prepares reports by collecting and analyzing information for all meetings.Represents the executive by attending meetings in the executive’s absence and speaking for the executive.

Qualifications and Competencies:

College degree or equivalent work experience preferred8+ years’ experience supporting Senior Executives including CEO2+ experience supporting Board of Directors preferredProficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe AcrobatExperience with Concur (preferred)Understand business structures of publicly held companiesExtensive knowledge of core administrative procedures and systemsAble to handle administrative tasks independently, exercising good judgmentStrong organizational skillsExperienced in establishing/maintaining cooperative interpersonal relationshipsEffective communicator using written and verbal forms of communicationAble to manage one’s time and the time of othersAdvanced research skillsSkilled negotiatorLiaison for the Board of Directors preferred with a public companyFlexible hours as dictated by the needs of business for projects and meetings

Benefits:

Annual bonus opportunityPaid time off and holidays  Health, vision, dental, life insurance plans, and discounts  401(k) savings plan plus a company match with immediate vesting  Eligible to participate in the employee stock purchase plan after 1 year of continuous employment  Discounts on Red Robin food 

Compensation Range: $77,500.00 - $106,600.00

Red Robin is an Equal Opportunity & E-Verify Employer