Executive Administrative Assistant

Puttshack; Chicago (IL); Hybrid; USD 80,000 - 120,000; Full time

Job summary

Puttshack is looking for a proactive Executive Administrative Assistant to support our Executive Leadership Team. This role requires exceptional communication skills and the ability to manage multiple priorities in a dynamic environment. The successful candidate will contribute to key administrative tasks and help coordinate events in our vibrant Chicago office. If you thrive under pressure and have a strong background in executive support, this could be the perfect opportunity for you.

Qualifications

• 5+ years of experience as an Executive Assistant or Office Manager supporting C-suite executives.
• Strong background preparing and supporting Board of Directors meetings.
• Demonstrated experience managing liquor licensing and regulatory compliance.

Responsibilities

• Provide high-level administrative support, including complex calendar and travel management.
• Serve as liaison between the executive team and Board of Directors.
• Plan and coordinate company events end-to-end.

Skills

Communication

Organization

Discretion

Attention to detail

Time Management

Education

Bachelor’s degree or equivalent work experience

Tools

Microsoft Office Suite

Board management/document management software

Job description

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About Puttshack: Puttshack is an upscale, tech-infused mini golf experience that appeals to everyone. More than just indoor mini golf, Puttshack leans on its ground-breaking technology to elevate the game while also serving world-class food and full bar in a cool environment. The Puttshack experience is really all about having fun – and doing something fun – together.

Our Purpose: To bring everyone in to play.

Our Vision: To be the universal answer to the question ‘Where should we get together?’

Our Mission: To create lasting memories for people of all generations through a shared, world-class entertainment experience.

Our Values

• Bring your 'A' game. We strive for excellence in everything we do.
• Lead the Way. Our associates embrace and are inspired by change.
• Own the Fun. We revel in our guests’ enjoyment.
• Care Deeply - We take great care of our guests, our associates and the communities we call home.
  
  

Position Summary

Puttshack is seeking a proactive, detail-oriented, and highly organized Executive Administrative Assistant to provide comprehensive support to our Executive Leadership Team and overall office operations. This influential role is ideal for an administrative professional who thrives in a fast-paced, dynamic environment, and is comfortable balancing executive administrative duties, board communication, legal and compliance support, office management, and company-wide event coordination. The successful candidate will demonstrate exceptional communication skills, sound judgment, and the ability to handle sensitive matters with discretion and poise.

Location: River North Chicago Corporate Office

Hybrid Remote Schedule-must be in office 4 days per week

Key Responsibilities

• Provide high-level administrative support to the executive team, including complex calendar and travel management, meeting preparation, and correspondence.
• Serve as a primary liaison between the executive team, Board of Directors, and internal/external stakeholders, ensuring effective communication and follow-up on key initiatives.
• Prepare, review, and organize materials for Board of Directors meetings, including agendas, presentations, and minutes; manage board communications and logistics, and ensure timely distribution and accuracy of all board-related documents.
• Manage and oversee liquor licensing processes for all Puttshack locations, including application submissions, renewals, compliance tracking, and coordination with regulatory agencies to ensure uninterrupted operations.
• Support the executive team in private equity (PE) business activities, including due diligence, investor communications, and confidential transaction support.
• Organize and maintain legal and corporate files, both physical and electronic, including contracts, licenses, and regulatory filings; maintain a secure document management system.
• Provide general administrative support to the executive team, including responding to internal requests, reviewing and formatting contracts and other legal correspondences, while upholding strict confidentiality and protecting sensitive information.
• Work with the leadership team on company-wide projects, maintaining org charts, board meeting minutes.
• Prepare, proofread, and edit legal documents, contracts, reports, presentations, and correspondence, ensuring compliance with legal formatting and confidentiality standards.
• Plan and coordinate company events end-to-end, from small meetings to large corporate gatherings, ensuring successful rollout of logistical and tactical operations.
• Own and manage event logistics, including venue selection, vendor negotiation, and event budgeting.
• Greet and assist visitors including clients/investors, ensuring a welcoming and professional experience.
• Ensure the strict confidentiality of all sensitive and proprietary information, adhering to company policies and legal regulations to prevent unauthorized access, disclosure, or breach. This includes handling, storing, and destroying documents and data securely.
• Proactively identify opportunities to improve administrative, legal, and office management processes, supporting the evolving needs of the business/office.
• Assist with special projects or other duties as assigned.
  
  

Required Skills And Experience

• Bachelor’s degree or equivalent work experience in business, hospitality, legal studies, or a related field.
• 5+ years of experience as an Executive Assistant, Legal Assistant, or Office Manager supporting C-suite executives and/or confidential functions such as Legal, Compliance, or HR; experience in hospitality, entertainment, or a private equity-backed, multi-location business strongly preferred.
• Strong background in preparing and supporting Board of Directors meetings, including the creation and review of board materials.
• High level of discretion, integrity, and professionalism; commitment to maintaining confidentiality and ethical standards.
• Exceptional written and verbal communication skills, with knowledge of legal documentation and formatting.
• Extremely detail-oriented, organized, and able to manage multiple priorities and stakeholders.
• Experience liaising with external legal counsel and supporting labor/employment matters.
• Experience planning and coordinating company-wide meetings and events, and collaborating with Communications and HR on internal communications and employee engagement initiatives
• Demonstrated experience managing liquor licensing and regulatory compliance for multi-location hospitality or entertainment businesses.
• Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and board management/document management software.
• High level ability to plan, organize, analyze, and coordinate data/information and activities.
• Strong organizational skills and ability to effectively prioritize multiple activities and meet deadlines.
• Ability to work independently and as part of a team in a fast-paced, guest-focused, and dynamic environment.
• This position must pass a post-offer background check.
  
  

Physical Requirements

Physical activities on a continuous basis, sit at desk for a long period of time; frequent use of telephone/video conferencing and write or use a keyboard to communicate through written means. Some walking and lifting, up to 25 lbs. may be required. The noise level in the work environment is typically low to moderate. The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions and responsibilities of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions and responsibilities.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Hospitality

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