Executive Assistant to the CEO
Ramirez Hospitality Group Mission
To create time, reduce friction, and ensure the CEO can focus on leadership, culture, strategy, and growth by managing the details of both business and personal life with excellence.
About This Role
This is not a typical corporate EA job. RHG is a family-founded restaurant group — six Los Dos Potrillos locations, 500+ employees, and growing across state lines. The CEO's week moves between restaurant floors, lease negotiations, leadership meetings, writing projects, and family life. The right person is comfortable in all those rooms and treats every one of them with the same level of care.
This role works closely with the Chief of Staff. The Chief of Staff owns strategic projects and leadership coordination; the EA owns the CEO's time, communication flow, and personal logistics. The two roles hand off constantly and cannot operate in silos.
Pillar 1: Executive Support
Own the CEO's day from start to finish.
Calendar Management
- Manage and optimize the CEO's calendar.
- Schedule meetings based on priorities.
- Resolve conflicts before they happen.
- Build travel time and preparation time into the schedule — including drive time between the six Colorado locations.
- Protect focus blocks, including standing writing blocks for the CEO's dissertation and IP work. These are not flexible filler; they are protected the same way a leadership meeting is.
Meeting Preparation
- Prepare agendas.
- Organize supporting documents.
- Print or distribute materials.
- Confirm attendees.
- Reserve meeting rooms.
- Coordinate virtual meetings.
Email Management
- Organize inbox.
- Draft responses.
- Flag urgent items.
- Keep follow-ups from slipping — especially with brokers, landlords, vendors, and the leadership team.
Travel
- Flights, hotels, rental cars, and restaurants.
- Itineraries and travel packets.
- Expense tracking.
- Expansion market trips (site visits, broker meetings) — build itineraries that make those days efficient, not exhausting.
Daily CEO Briefing
Every morning provides:
- Calendar
- Priorities
- Meetings
- Follow-ups
- Pending approvals
- Important reminders
Pillar 2: Communication
Help the CEO communicate clearly and professionally.
Responsibilities
- Draft emails.
- Leadership announcements.
- Meeting notes.
- Internal communications.
- Vendor communications.
- Follow-up emails.
- Presentation and speech formatting.
- Proofreading.
- Document organization.
Voice matters here. The CEO writes direct and plain-spoken — no corporate jargon, no filler. Drafts should sound like him, not like a template. Team-facing materials at RHG are bilingual (English and conversational Mexican Spanish); the EA doesn't have to translate, but must manage the translation workflow and ensure nothing goes out in one language only.
Pillar 3: Personal Logistics
Manage the personal details that allow the CEO to be fully present where it matters.
Family
- Children's school calendars, sports schedules, and extracurriculars (dance, music, camps, registrations).
- Parent-teacher conferences.
- Birthdays, holidays, and family vacations.
- Family photos and RSVP management.
Personal Appointments
- Doctor, dentist, and haircut appointments.
- Vehicle maintenance and home maintenance scheduling.
- Personal shopping and gift purchasing.
- Anniversary and birthday reminders.
Home
- Coordinate contractors and schedule repairs.
- Manage deliveries and service appointments.
- Cleaning schedules; lawn and seasonal services.
- Holiday decorating coordination (if desired).
Personal Travel
- Family vacations and weekend trips.
- Restaurant reservations and event tickets.
- Hotel reservations and transportation.
Pillar 4: Executive Administration
Keep the CEO organized behind the scenes.
Responsibilities
- File organization and digital document management.
- Contract organization (leases, LOIs, vendor agreements).
- Expense reports and receipt tracking.
- Subscription management and membership renewals.
- Contact management and vendor lists.
- Confidential records.
- Task tracking.
- Speaking engagements, award events, and community commitments — track invitations, deadlines, and prep.
Confidentiality is non-negotiable. This role sees lease negotiations, expansion plans, financial documents, family matters, and estate details before anyone else does. Nothing leaves this desk. A signed confidentiality agreement is a condition of the role.
The Mindset
This person should constantly think:
- “What can I take off the CEO's plate?”
- “What will he need before he asks?”
- “What deadline is approaching?”
- “How do I eliminate friction?”
- “How do I protect his time?”
They don't wait for instructions — they anticipate needs, create order from complexity, and ensure that nothing important falls through the cracks.
What Great Looks Like
- The CEO walks into every meeting prepared without having asked to be.
- Nothing on the follow-up list is more than 48 hours stale.
- The calendar reflects priorities, not whoever asked loudest.
- Family commitments never get bumped by business ones without a deliberate decision.
- People stop emailing the CEO directly for scheduling because they know the EA is faster.
Who Fits This Role
- Experience matters less than coachability. We will teach the systems — what we can't teach is the willingness to learn them, take feedback, and get better every week.
- Ruthlessly organized; comfortable running multiple systems (calendar, tasks, files, expenses) without dropping threads.
- Direct communicator who can say “no” politely on the CEO's behalf.
- Discreet by nature, not just by agreement.
- Lives the R.I.S.E. values: Respect, Integrity, Safety, Excellence.
- Available for occasional evenings and weekends — this is a restaurant company; the business doesn't run 9 to 5.
Born into a family with 15 children, Jose Ramirez was "lucky number 7." He started his pursuit of this dream as a 13-year-old bagboy at a grocery store in what is known as The Highlands area of Denver. He later worked as a server at Las Palmas, working 60-70 hours per week, eventually becoming the server manager. He would work so much that he would oftentimes sleep in his car while providing for his wife, Martha, and his two sons, Luis and Daniel. Jose saved up enough money to open up the first Los Dos Potrillos location in Centennial in 2002. Jose opened this first location of Los Dos with just $5.18 left in his bank account. Having sunk everything he had into his restaurant, Jose would tell these first customers of Los Dos that if they didn't like the food, he'd buy it for them. Now with six locations in Centennial (the original location), Littleton, Highlands Ranch, Parker, Northglenn, and Castle Rock, Los Dos Potrillos provide customers in the South Metro area with "Real Mexican Food" while maintaining a family-friendly, "hole-in-the-wall" experience thanks to years of hard work by Jose Ramirez and his family.