Executive Assistant and Office Manager

FAT Brands Inc.; Lexington (KY); Hybrid; USD 52,000 - 76,000; Full time

Job summary

FAT Brands Inc. in Lexington, KY is seeking an exceptionally organized Executive Assistant & Office Manager to be the operational right hand to our Chief of Staff and keep the Lexington Support Office running smoothly.

This hybrid role requires proactive calendar management, travel bookings, expense reporting, event coordination, and daily office operations across multiple brands, while maintaining confidentiality and smooth executive support for the leadership team.

Qualifications

• 3+ years supporting senior executives or equivalent office management experience.
• Demonstrated experience managing complex executive calendars and travel bookings.
• Experience processing expense reports and navigating travel/expense policies.
• Experience coordinating meetings and events, including vendor and catering logistics.
• Strong written and verbal communication with attention to detail.
• Proficiency with Microsoft Office and Google Workspace; quick learner of new tools.
• Ability to handle confidential information with discretion.
• Onsite availability at the Lexington, KY HQ on a consistent weekly schedule.

Responsibilities

• Own and manage complex, frequently changing calendars for a designated group of executives, including scheduling across time zones, resolving conflicts, and protecting focus time
• Coordinate leadership team meetings end to end: scheduling, agendas, materials distribution, room and technology setup, note capture, and action-item follow-up
• Support leadership meeting & franchisee meeting logistics, including scheduling, travel, and on-site coordination
• Prepare, format, and proofread presentations, memos, agendas, and correspondence
• Track deadlines and commitments on behalf of the Chief of Staff and follow up to keep work moving
• Book travel for executives within company travel policy, including flights, hotels, ground transportation, and detailed itineraries
• Manage in-trip changes and cancellations, often on short notice and outside standard hours
• Prepare, submit, and reconcile executive expense reports; monitor receipts, coding, and policy compliance
• Coordinate logistics for company events, leadership offsites, franchisee meetings, and HQ functions: venue and vendor sourcing, room blocks, catering, materials, shipping, registration, and on-site support
• Track event and travel spend against the budget set by the Chief of Staff and flag variances early
• Maintain preferred vendor lists, travel profiles, loyalty accounts, and event templates and checklists
• Serve as the day-to-day point of contact for the Lexington office: greet and route visitors, manage visitor sign-in, and prepare conference rooms
• Manage incoming and outgoing mail, packages, courier, and shipping needs
• Order and maintain office supplies, kitchen and breakroom stock, and print and shipping materials; keep spend within the limits set by the Chief of Staff
• Coordinate office vendors and service providers; schedule service, verify work, and elevate issues
• Administer badge and building access requests and maintain the office access roster in coordination with IT and the Chief of Staff
• Maintain office safety supplies and posted notices and support emergency preparedness procedures
• Schedule candidate interviews and coordinate travel and on-site logistics for visiting candidates
• Coordinate day-one logistics for new hires at HQ: workspace setup, supplies, badge, welcome materials, and orientation scheduling
• Provide logistics support for HR-led programs and events, including training sessions, engagement activities, and all-hands meetings
• Assist with distribution of internal communications and posting of required notices at the HQ location

Skills

Executive support

Calendar management

Travel booking

Expense reports

Event coordination

Vendor coordination

Microsoft Office

Google Workspace

Confidentiality

Onsite availability

Tools

Ramp

Concur

Expensify

Job description

Description

FAT Brands Inc is a leading global franchising company that develops and grows fast casual, quick-service, and casual dining concepts around the world — a portfolio of 11 brands, including Round Table Pizza®, Fatburger, Marble Slab Creamery, Johnny Rockets, Fazoli’s, Great American Cookies, Buffalo’s Cafe & Express, Hurricane Grill & Wings, Native Grill & Wings, Pretzelmaker, and Ponderosa and Bonanza Steakhouses, spanning more than 1,700 units worldwide.

We are looking for an exceptionally organized Executive Assistant & Office Manager to be the operational right hand to our Chief of Staff, provide executive administrative support to members of the leadership team, and keep our Lexington Support Office headquarters running smoothly.

This is a hands-on, high-variety role at the center of the business. In a single day you might build a leadership offsite agenda, rebook an executive’s flight, close out a month of expense reports, and get the conference room ready for a franchisee visit. It suits someone who anticipates needs before being asked, holds confidences without exception, and takes genuine satisfaction in making other people’s work easier.

Responsibilities

Chief of Staff & Executive Support

• Own and manage complex, frequently changing calendars for a designated group of executives, including scheduling across time zones, resolving conflicts, and protecting focus time
• Coordinate leadership team meetings end to end: scheduling, agendas, materials distribution, room and technology setup, note capture, and action-item follow-up
• Support leadership meeting & franchisee meeting logistics, including scheduling, travel, and on-site coordination
• Prepare, format, and proofread presentations, memos, agendas, and correspondence
• Track deadlines and commitments on behalf of the Chief of Staff and follow up to keep work moving

Travel, Expense & Event Coordination

• Book travel for executives within company travel policy, including flights, hotels, ground transportation, and detailed itineraries
• Manage in-trip changes and cancellations, often on short notice and outside standard hours
• Prepare, submit, and reconcile executive expense reports; monitor receipts, coding, and policy compliance, and follow up on outstanding items
• Coordinate logistics for company events, leadership offsites, franchisee meetings, and HQ functions: venue and vendor sourcing, room blocks, catering, materials, shipping, registration, and on-site support
• Track event and travel spend against the budget set by the Chief of Staff and flag variances early
• Maintain preferred vendor lists, travel profiles, loyalty accounts, and event templates and checklists

Lexington HQ Office Operations

• Serve as the day-to-day point of contact for the Lexington office: greet and route visitors, manage visitor sign-in, and prepare conference rooms
• Manage incoming and outgoing mail, packages, courier, and shipping needs, including distribution of time-sensitive items
• Order and maintain office supplies, kitchen and breakroom stock, and print and shipping materials; keep spend within the limits set by the Chief of Staff
• Coordinate office vendors and service providers (janitorial, coffee and vending, copier, security and alarm, plants, waste); schedule service, verify work, and elevate issues, pricing changes, and contract questions to the Chief of Staff
• Administer badge and building access requests and maintain the office access roster in coordination with IT and the Chief of Staff
• Maintain office safety supplies and posted notices and support emergency preparedness procedures

People Team Logistics Support

This role supports the People team with coordination and logistics. It does not own HR programs, personnel records, or compliance processes, which remain with the HR team.

• Schedule candidate interviews and coordinate travel and on-site logistics for visiting candidates
• Coordinate day-one logistics for new hires at HQ: workspace setup, supplies, badge, welcome materials, and orientation scheduling
• Provide logistics support for HR-led programs and events, including training sessions, engagement activities, and all-hands meetings
• Assist with distribution of internal communications and posting of required notices at the HQ location

Requirements

• 3+ years supporting senior executives as an executive assistant, or a combination of executive support and office management experience
• Demonstrated experience managing complex executive calendars and booking business travel
• Experience processing expense reports and working within a travel and expense policy; familiarity with Ramp, Concur, Expensify, or a similar platform
• Experience coordinating meetings and events, including vendor and catering logistics
• Strong written and verbal communication skills, with an eye for detail in documents and correspondence
• Proficiency with Microsoft Office and Google Workspace; comfort quickly learning new tools and systems
• Proven judgment and discretion handling confidential and sensitive information
• Ability to work onsite at the Lexington headquarters on a consistent weekly schedule and to flex hours during events and executive travel

Preferred: experience in a multi-brand, multi-entity, or restaurant or franchise organization; experience supporting a Chief of Staff or executive office function.

This is a hybrid position. Minimum 3 days per week onsite at our Lexington, KY office with additional onsite presence during company events and leadership visits.