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