Executive Assistant – Head of Legal (Primary Support)

About the Company

We are a rapidly expanding global dessert brand with

● 360+ locations across the United States
● 10 locations in the UK
● 10 locations in Canada
● Ongoing international expansion

Our executive team is scaling, and we are seeking a highly organized and experienced
Executive Assistant to provide dedicated support to our Head of Legal, with additional
expense-reporting support for up to three executives.

This role requires professionalism, discretion, and the ability to operate in a fast-paced,
corporate environment.

Role Overview

The Executive Assistant will provide full-time administrative support to the Head of Legal, with
additional shared expense management responsibilities across the executive team.

This role is primarily focused on

● Calendar management

● Expense reporting

● Travel coordination

● Executive-level administrative support

The ideal candidate is structured, proactive, and comfortable working within established
corporate systems and processes.

Key Responsibilities

Executive Calendar Management

● Manage and maintain a complex executive calendar
● Schedule, reschedule, and coordinate internal and external meetings
● Prioritize requests and protect executive time
● Coordinate with stakeholders to ensure efficient scheduling
● Monitor and manage inboxes related to scheduling needs

Expense Reporting & Administration

● Manage monthly expense reporting using SAP Concur
● Collect, organize, and upload receipts
● Submit expense reports accurately and on time
● Provide expense support for up to three executives

Travel Coordination

● Book and coordinate executive travel (primarily train travel)
● Manage itineraries and scheduling changes
● Ensure smooth travel logistics and documentation

Executive & Administrative Support

● Provide administrative support for the Head of Legal
● Assist with meeting preparation and documentation
● Support deck creation and presentation formatting (PowerPoint)
● Assist with general Microsoft Office-based tasks
● Maintain organized documentation and digital files

Must-Have Qualifications

● 3–5+ years experience as an Executive Assistant supporting senior leadership
● Strong experience in calendar management for executives
● Experience handling executive expense reporting
● Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word)
● Strong written and verbal English communication skills
● Ability to work full-time in Eastern Time (US)
● High level of discretion and professionalism
● Strong organizational and prioritization skills

Nice-to-Have Qualifications

● Experience using SAP Concur

● Experience supporting Legal or Corporate Executives
● Strong PowerPoint deck creation skills
● Canva proficiency
● Experience in fast-growing or multi-location companies
● Exposure to global operations

Working Hours

● Full-Time (40 hours/week)

● Must work Eastern Time (US business hours)
● Fully Remote