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