Executive Assistant

Lotus Bakeries; San Francisco (CA); In loco; USD 90.000 - 130.000; Tempo pieno

Vantaggi offerti da questo lavoro

Health insurance

401(k) matching

Paid time off

Descrizione del lavoro

Lotus Bakeries is seeking an Executive Assistant to the General Manager in San Francisco to provide comprehensive administrative and operational support. The role requires resourcefulness, discretion, and the ability to manage a wide range of priorities with minimal supervision.

Responsibilities include managing a complex calendar, coordinating meetings, travel, and expenses, and preparing materials. The successful candidate will communicate effectively with executives and external partners,

Competenze

• 3+ years of experience as an Executive Assistant or similar role supporting senior leadership.
• Experience supporting C-suite executives is strongly preferred.
• Exceptional organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong judgment and discretion with confidential information.
• Proactive, resourceful, and able to manage multiple priorities.

Mansioni

• Manage a complex calendar, scheduling, and coordination of internal and external meetings.
• Prepare meetings with agendas, background materials, presentations, and other relevant information.
• Coordinate meeting logistics, including conference rooms, virtual meetings, catering, and other arrangements.
• Draft, edit, and proofread correspondence, presentations, reports, and meeting notes.
• Track key projects, deadlines, and action items; follow up as needed.
• Organize domestic and international travel; handle expense processing and reimbursements.

Conoscenze

Calendar management

Executive support

Microsoft Office

Written & verbal communication

Discretion

Time management

Prioritization

Independent worker

Problem-solving

Stakeholder management

Descrizione del lavoro

Lotus Bakeries is an international, dynamic and sustainable player in the CPG industry. We are a proud and passionate company that builds some of the fastest growing brands across different categories like Biscoff and Bear. We bring people together with our delicious products and create small moments of happiness and joy.

THE ROLE

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.

SCOPE

Executive Support:

• 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.

EXPERIENCE

• 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.

BENEFITS

Lotus provides comprehensive benefits including Health Plans, Mental Health support, a 401(k) Retirement Plan with employer match, Disability Programs, Health Savings and Flexible Spending Accounts, Family-forming benefits, and Life and Serious Injury Benefits. We also offer paid leave of absence programs including paid time off and sick leave.