Executive Assistant & Office Ops Lead - Remote/Onsite

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

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.