Executive Assistant

Franke LLC; Smyrna (TN); On-site; USD 80,000 - 120,000; Full time

Benefits offered by this job

Health benefits

Vision, Dental, and More

Free onsite clinic

Free life insurance

401k match

Paid time off and 11 holidays

Job summary

Franke LLC is seeking an Executive Assistant to the CEO to serve as a trusted extension of the CEO's office. You will manage complex schedules, communications, travel arrangements, and strategic initiatives while upholding discretion and confidentiality.

The role requires partnering with executives, board members, clients, and external partners for seamless execution of priorities. The ideal candidate will demonstrate high professionalism, strong organizational skills, and the ability to handle

Qualifications

• Strong calendar management abilities with attention to detail.
• Excellent written and verbal communication across stakeholders.
• Ability to handle confidential information with discretion.
• Experience supporting C-Suite executives is preferred.

Responsibilities

• Manage CEO calendar and travel arrangements with proactive planning.
• Prepare and coordinate meetings, materials, and follow-up actions.
• Liaise with internal/external stakeholders to ensure alignment and information flow.
• Coordinate executive office operations, records, and compliance with deadlines.
• Support special projects and company initiatives as needed.

Skills

Calendar management

Executive communication

Travel coordination

Confidentiality

Time management

Relationship building

Education

Associate’s Degree

Tools

Microsoft Office

Job description

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We, the Franke company with its three divisions, are a world's leading supplier of products and services for domestic kitchens, the professional foodservice systems and the convenience store sector as well as for professional coffee making. With around 60 companies, we are at home on five continents. Over 8,000 employees constantly take on new perspectives to identify opportunities and turn them into inspiring, innovative solutions for tomorrow’s demands.

About the job

SUMMARY

The Executive Assistant to the CEO serves as a trusted extension of the CEO's office for Franke Foodservice Systems. The role serves as a trusted business partner, managing complex schedules, communications, travel arrangements, and strategic initiatives whilemaintainingthehighestlevelofprofessionalism, discretion, and confidentiality. The Executive Assistant acts as a liaison between executives, internal stakeholders, board members, clients, and external partners to ensure seamless communication and efficient execution of organizational priorities.

ESSENTIAL DUTIES AND RESPONSIBILITES

Executive Calendar & Time Management

• Manage the CEO's calendar and annual planning schedule, ensuring priorities, preparation time, and focus time are optimized.
• Coordinate and evaluate meeting requests, resolving conflicts and ensuring meetings have clear objectives, required stakeholders, and appropriate supporting materials.
• Maintain recurring executive and leadership meetings while promoting effective use of executive time through thoughtful scheduling and prioritization.

Meeting Readiness & Executive Preparation

• Coordinate executive meetings and related logistics, ensuring agendas, pre-reads, objectives, and attendee requirements are completed in advance.
• Prepare the CEO for key meetings by gathering relevant information, facilitating preparation sessions, and ensuring decision-makers are aligned.
• Manage meeting logistics including facilities, technology, hospitality, transportation, and guest accommodations.

Stakeholder Management & Follow-Through

• Track executive action items, commitments, and deliverables, driving accountability and follow-through across the organization.
• Collect and consolidate updates, materials, risks, and decisions required for executive reviews and meetings.
• Monitor progress, elevate issues when necessary, and support execution of strategic initiatives and special projects.

Travel & Logistics Management

• Coordinate domestic and international travel, including transportation, accommodations, registrations, itineraries, and required documentation.
• Manage travel logistics, loyalty programs, and travel-related records while proactively addressing disruptions or changes.
• Ensure seamless travel experiences that minimize executive involvement in logistical details.

Administrative Operations

• Prepare and submit expense reports and manage executive office approvals, records, correspondence, and documentation.
• Maintain executive files, databases, contact lists, and administrative systems with a high degree of accuracy and confidentiality.
• Coordinate recurring executive office activities, annual processes, and compliance with deadlines and administrative requirements.

Executive Office & Relationship Management

• Build and maintain effective relationships with leadership, employees, customers, suppliers, and other key stakeholders.
• Manage executive contact databases, communications, hospitality activities, recognition programs, gifting programs, and special events.
• Coordinate executive ticket, entertainment, and stakeholder engagement programs while serving as a professional representative of the CEO's office.

Ownership & Execution

• Take ownership of assigned projects, recurring activities, and executive office initiatives from planning through successful completion.
• Develop action plans, manage timelines, provide proactive updates, and elevate risks with recommended solutions.
• Demonstrate initiative, sound judgment, discretion, and the ability to operate independently in a fast-paced executive environment.
• Regular, reliable onsite attendance
• Availability outside of core business hours, including early morning, evenings, and weekends
• Other Duties as assigned

Requirements

KNOWLEDGE, SKILLS AND ABILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology Excellent computer and phone skills
• Customer Service - Knowledge of principles and processes for providing customer service. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. Excellent interpersonal skills
• Intermediate Language Skills - Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization
• Basic Math Skills - Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent, and to draw and interpret bar graphs.
• Intermediate Reasoning Ability - Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations
• Computer Skills - Advancedproficiencyin Microsoft Office Suite, including Outlook, PowerPoint, Excel, and Word.
• Professionalism - Demonstrated ability to handle confidential information with professionalism and discretion.
• Project Management - Excellent project management, organizational, and time management skills.
• Relationship Building - Ability to build effective relationships with executives, board members, clients, vendors, and employees at all organizational levels

EDUCATION and/or EXPERIENCE

• Associate’s Degree
• Minimum5years of experience in anAdministrator rolesupporting C-Suite leaders
• Or equivalent combination of education and experience

What we offer you

• Comprehensive benefits package (Health, Vision, Dental, and More) starting day 1
• Free onsite clinic
• Free life insurance
• 401k match up to 4%
• Paid time off and 11 holidays.

Important information for all executive search companies, headhunters and HR consultants

The Franke Group does not accept unsolicited support from headhunters and personnel consultants for our career opportunities. Any CV/resume vitae submitted to Franke or its employees by external recruitment agencies without a valid written recruitment agreement related to the position in question shall be deemed the sole property of our company. In the event that a candidate presented by an agency is hired in our company and there is no prior agreement, no fee will be paid.