Executive Assistant - Retail Ops

Job Purpose

The Executive Assistant (EA) plays an essential role in the support and success of the Chief Operations Officer and Senior Vice Presidents within Operations. The EA must possess critical thinking skills, remain adaptable, thrive in a fast-paced environment, and perform complex and diverse duties in support of the Operations leadership team. The EA will also collaborate with other EA’s and senior executives, providing advanced administrative support for multiple programs and projects.

Location: Preferred candidates will be based out of Chicago, IL

Duties & Responsibilities

The primary responsibilities of this job include, but are not limited to:

• Assist in presentation preparation, researching and compiling data as needed, relative to Panera and outside activities. Prepare PowerPoint presentations using advanced audio/video insertions, transitions, and animation
• Exercise independent judgment or decision making while the executives are absent, as situations require
• Act as project administrator and team member for various initiatives
• Plan and prepare travel arrangements (air/hotel/car), domestic and international, that comply with Company policy
• Act as an ambassador on behalf of company and senior leader demonstrating our cultural values and behaviors
• Coordinate internal and external meeting requests, including but not limited to booking rooms, making photocopies, ordering meals, set-up/clean-up of meeting space, negotiating hotel room/banquet pricing, arranging conference facilities, coordinating ground transportation, and coordinating audio visual equipment setup
• Coordinate invitations for meetings and conference calls and resources, including video setup and conference room reservations
• Perform basic administrative duties including ordering office supplies, processing invoices, answering telephone calls, responding to emails, and attending to paper mail/deliveries
• Respond to inquiries/requests on behalf of the executives
• Advise executives of pending circumstances or events which have influence on Company policy
• Acquire in-depth knowledge of company policies and procedures for smooth day-to-day functioning of company.
• Prioritize and handle all communications with discretion and confidentiality
• Collect, compile, and prepare materials concerning budgets, statistical data, historical information, personnel data, or specialized information upon request
• Generate, compose and edit business and personal letters, emails, memos, and proposals.
• Manage complex business and personal calendars for multiple senior level leaders
• Prepare, submit, and track expense reports
• Performs other job-related duties as assigned

Qualifications (Education & Experience)

Qualifications include:

• Advanced scheduling and planning skills with the ability to prioritize and be flexible while performing multiple, highly complex administrative tasks. Must be extremely detail oriented.
• 3+ more years’ experience in the support of senior-level executives
• Extensive meeting planning and travel arrangement experience
• Advanced knowledge of Microsoft Office, including Excel, Word, PowerPoint, Access, and Outlook
• Excellent problem-solving skills combined with curiosity and determination to find resolutions.
• Works well in a collaborative/cross-functional environment; willing to roll up sleeves to help other EAs when needed
• Ability to communicate to the executive team and board members via written and verbal communication.
• Proven track record of success navigating large, complex corporations, preferably multinationals. Strong sense of cultural awareness

Working Conditions

• Required travel – 10% travel to Chicago office

Physical Requirements

• While performing this job, the incumbent is regularly required to stand, sit, talk hear & use hands and fingers to operate keyboards

Direct Reports

• N/A