Executive Assistant

Lotus Bakeries, Milan; San Francisco (CA); On-site; USD 65,000 - 105,000; Full time

Job summary

The Executive Assistant to the General Manager at Lotus Bakeries, in San Francisco, provides administrative and operational support, managing calendars, travel, and communications with discretion. This role requires resourcefulness, strong organizational skills, and the ability to handle multiple priorities with minimal supervision.

Candidates will coordinate meetings, prepare materials, and maintain smooth daily operations while engaging with executives and external stakeholders.

Qualifications

• 3+ years as an Executive Assistant or similar role supporting senior leadership.
• Experience supporting C-suite executives strongly preferred.
• Outstanding organizational and time-management skills.
• Excellent written and verbal communication.
• Ability to handle confidential information with discretion.
• Proactive, detail-oriented, and able to manage multiple priorities.

Responsibilities

• Manage a complex calendar, including scheduling and prioritization of internal and external meetings.
• Prepare meetings with agendas, materials, and presentations.
• Manage meeting logistics and follow-up on action items.
• Draft and proofread correspondence, reports, and notes.
• Coordinate travel arrangements and expense processing.
• Support the GM and maintain visibility into key priorities.

Skills

Calendar management

Microsoft Office

Executive support

Travel coordination

Stakeholder communication

Discretion & confidentiality

Tools

SharePoint

Video conferencing tools

Expense systems

Job description

The Executive Assistant to the General Manager is a highly organized, proactive, and trustworthy individual who will provide administrative and operational support. This role is ideal for someone who is resourceful, discreet, detail oriented, and comfortable managing a wide range of priorities with minimal supervision. The successful candidate will anticipate needs, stay ahead of deadlines, coordinate multiple moving pieces, and bring a calm, solutions-oriented approach to every situation.

• Manage a complex calendar, including scheduling, prioritization, and coordination of internal and external meetings.
• Proactively identify scheduling conflicts and recommend solutions.
• Prepare meetings by organizing agendas, background materials, presentations, and other relevant information.
• Manage meeting logistics, including conference rooms, virtual meetings, catering, and other arrangements.
• Monitor and follow up on action items and commitments resulting from meetings.
• Handle sensitive and confidential information with a high degree of discretion.

Communication & Coordination

• Draft, edit, and proofread correspondence, presentations, reports, meeting notes and other communications.
• Manage incoming requests and communications, determining appropriate priorities and follow-up.
• Ensure important information and deadlines are communicated and tracked effectively.
• Track key projects, deadlines, and follow-up items to ensure timely completion.
• Conduct research, compile information, and prepare summaries or recommendations.
• Maintain organized documents and ensure all relevant items are uploaded to the company SharePoint.
• Support the GM in maintaining visibility into key priorities and upcoming commitments.

Travel Logistics & Operational Support

• Organize domestic and international business travel, including flights, hotels, transportation, itineraries, and changes.
• Assist with planning and logistics for special events.
• Process and track expenses, invoices, and reimbursements.
• Facilitate the resolution of issues related to laptops, monitors, phones, and other hardware.

Profile

• 3+ years of experience as an Executive Assistant, Senior Executive Assistant, or similar role supporting a senior executive.
• Experience supporting C-suite executives or senior leadership is strongly preferred.
• Exceptional organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow-through.
• Demonstrated ability to manage competing priorities and operate effectively under pressure.
• Strong judgment and discretion when handling confidential or sensitive information.
• Highly proactive and able to anticipate needs.
• Strong problem-solving and decision-making skills.
• Ability to work independently and take ownership of responsibilities.
• Advanced proficiency with Microsoft Office.
• Experience with calendar management, virtual meeting platforms, expense systems, and other business productivity tools.
• Professional presence and the ability to interact confidently with executives and external stakeholders.

"The clear growth path of Lotus as a company also reflects in a personal growth path. The organization, functions and job content is evolving continuously as a result. I don’t need to worry about my career, as new opportunities are always just around the corner."

Do you want to be part of a terrific team with the ambition to create small momentsof happiness every day? Meet our people, discover their unique skills and get excitedto join them in a great work environment.