Executive Assistant & Office Manager

Fazoli's Career Center; Lexington (KY); On-site; USD 55,000 - 85,000; Full time

Job summary

Fazoli's Career Center in Lexington is seeking an exceptionally organized Executive Assistant & Office Manager to be the operational right hand to our Chief of Staff, provide executive administrative support to leadership, and keep the Lexington Support Office running smoothly.

This hands-on role covers calendar management across time zones, travel bookings, expense reports, event coordination, and office operations.

Qualifications

• 3+ years supporting senior executives as EA or mixed EA/office management.
• Proven calendar management across multiple time zones.
• Experience processing expense reports under policy with platforms like Ramp/Concur/Expensify.
• Experience coordinating meetings and events with vendors and catering logistics.
• Excellent written and verbal communication; detail-oriented.
• Proficient in Microsoft Office and Google Workspace; quick to learn new tools.
• Ability to handle confidential information with discretion.
• Onsite work at the Lexington HQ on a consistent weekly schedule; flexible for events/travel.

Responsibilities

• Own and manage executive calendars across multiple time zones.
• Coordinate leadership meetings end to end: agendas, materials, setup, follow-up.
• Support leadership and franchisee meeting logistics, travel, and on-site coordination.
• Prepare and proofread presentations, memos, agendas, and correspondence.
• Track deadlines and commitments for the Chief of Staff and follow up.
• Book travel per policy; book flights, hotels, and ground transport.
• Manage changes/cancellations outside normal hours.
• Submit, reconcile expense reports; monitor receipts and policy.
• Coordinate events, offsites, HQ functions: venue, catering, shipments.
• Track travel and event spend against budget and flag variances.
• Maintain vendor lists and travel profiles.
• Greet visitors, manage sign-in, prepare conference rooms.
• Manage mail, packages, shipping; distribute time-sensitive items.
• Order supplies; manage budget within limits.
• Coordinate office vendors and services; manage contracts questions with Chief of Staff.
• Administer badges and building access; maintain access roster with IT.
• Maintain safety supplies and emergency procedures.
• Schedule candidate interviews and coordinate travel/logistics.
• Coordinate day-one onboarding logistics for new hires.
• Support HR-led programs and events.
• Assist with internal communications distribution.
• Experience in multi-brand or restaurant/franchise organization; experience supporting a Chief of Staff.

Skills

Executive support

Travel scheduling

Expense reporting

Meeting & event coordination

Communication skills

Microsoft Office & Google Workspace

Discretion & confidentiality

Onsite work reliability

Tools

Ramp

Concur

Expensify

Job description

About the Role

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.

Key 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

Qualifications

• 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.

Ideal Candidate Traits

• Anticipatory — sees what is needed next and moves before being asked
• Unflappable — stays calm and effective when plans change at the last minute
• Detail‑oriented — catches the wrong date, the missing attachment, the double‑booked room
• Adaptable — moves between executive calendars, event logistics, and office needs in the same day
• Service‑minded — genuinely enjoys making other people’s work easier
• Trustworthy — treats confidential information as confidential, without exception

Work Environment & Physical Requirements

• Professional office environment at the Lexington headquarters, with remote work on non‑office days
• Regularly operates a computer and standard office equipment and communicates by phone, email, and in person
• Frequently moves about the office to access files, equipment, supplies, and meeting spaces
• Occasionally lifts, carries, or moves items weighing up to 25 pounds, such as office supplies, mail and packages, and event materials
• Occasional evening, early morning, or weekend work in support of events, executive travel, and time‑sensitive deadlines