About the Role
We are looking for an exceptionally organized Executive Assistant & Office Manager to be the operational right hand to our Chief of Staff, provide executive administrative support to members of the leadership team, and keep our Lexington Support Office headquarters running smoothly.
This is a hands-on, high-variety role at the center of the business. In a single day you might build a leadership offsite agenda, rebook an executive’s flight, close out a month of expense reports, and get the conference room ready for a franchisee visit. It suits someone who anticipates needs before being asked, holds confidences without exception, and takes genuine satisfaction in making other people’s work easier.
Key Responsibilities
Chief of Staff & Executive Support
Own and manage complex, frequently changing calendars for a designated group of executives, including scheduling across time zones, resolving conflicts, and protecting focus time
Coordinate leadership team meetings end to end: scheduling, agendas, materials distribution, room and technology setup, note capture, and action-item follow-up
Support leadership meeting & franchisee meeting logistics, including scheduling, , travel, and on-site coordination
Prepare, format, and proofread presentations, memos, agendas, and correspondence
Track deadlines and commitments on behalf of the Chief of Staff and follow up to keep work moving
Travel, Expense & Event Coordination
Book travel for executives within company travel policy, including flights, hotels, ground transportation, and detailed itineraries
Manage in-trip changes and cancellations, often on short notice and outside standard hours
Prepare, submit, and reconcile executive expense reports; monitor receipts, coding, and policy compliance, and follow up on outstanding items
Coordinate logistics for company events, leadership offsites, franchisee meetings, and HQ functions: venue and vendor sourcing, room blocks, catering, materials, shipping, registration, and on-site support
Track event and travel spend against the budget set by the Chief of Staff and flag variances early
Maintain preferred vendor lists, travel profiles, loyalty accounts, and event templates and checklists
Lexington HQ Office Operations
Serve as the day-to-day point of contact for the Lexington office: greet and route visitors, manage visitor sign-in, and prepare conference rooms
Manage incoming and outgoing mail, packages, courier, and shipping needs, including distribution of time-sensitive items
Order and maintain office supplies, kitchen and breakroom stock, and print and shipping materials; keep spend within the limits set by the Chief of Staff
Coordinate office vendors and service providers (janitorial, coffee and vending, copier, security and alarm, plants, waste); schedule service, verify work, and escalate issues, pricing changes, and contract questions to the Chief of Staff
Administer badge and building access requests and maintain the office access roster in coordination with IT and the Chief of Staff
Maintain office safety supplies and posted notices and support emergency preparedness procedures
People Team Logistics Support
This role supports the People team with coordination and logistics. It does not own HR programs, personnel records, or compliance processes, which remain with the HR team.
Schedule candidate interviews and coordinate travel and on-site logistics for visiting candidates
Coordinate day-one logistics for new hires at HQ: workspace setup, supplies, badge, welcome materials, and orientation scheduling
Provide logistics support for HR-led programs and events, including training sessions, engagement activities, and all-hands meetings
Assist with distribution of internal communications and posting of required notices at the HQ location
Qualifications
3+ years supporting senior executives as an executive assistant, or a combination of executive support and office management experience
Demonstrated experience managing complex executive calendars and booking business travel
Experience processing expense reports and working within a travel and expense policy; familiarity with Ramp, Concur, Expensify, or a similar platform
Experience coordinating meetings and events, including vendor and catering logistics
Strong written and verbal communication skills, with an eye for detail in documents and correspondence
Proficiency with Microsoft Office and Google Workspace; comfort quickly learning new tools and systems
Proven judgment and discretion handling confidential and sensitive information
Ability to work onsite at the Lexington headquarters on a consistent weekly schedule and to flex hours during events and executive travel
Preferred: experience in a multi-brand, multi-entity, or restaurant or franchise organization; experience supporting a Chief of Staff or executive office function.
Ideal Candidate Traits
Anticipatory — sees what is needed next and moves before being asked
Unflappable — stays calm and effective when plans change at the last minute
Detail-oriented — catches the wrong date, the missing attachment, the double-booked room
Adaptable — moves between executive calendars, event logistics, and office needs in the same day
Service-minded — genuinely enjoys making other people’s work easier
Trustworthy — treats confidential information as confidential, without exception
Work Environment & Physical Requirements
Professional office environment at the Lexington headquarters, with remote work on non-office days
Regularly operates a computer and standard office equipment and communicates by phone, email, and in person
Frequently moves about the office to access files, equipment, supplies, and meeting spaces
Occasionally lifts, carries, or moves items weighing up to 25 pounds, such as office supplies, mail and packages, and event materials
Occasional evening, early morning, or weekend work in support of events, executive travel, and time-sensitive deadlines
| Location | Lexington, Kentucky |
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