Executive Assistant – Head of Legal (Primary Support)

Job description

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 Why Join Assist World? 100% REMOTE $50 birthday bonus $200 testimonial bonus $500 entry monthly raffle NO TRACKER. NO PROBLEM About the CompanyWe 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 expansionOur executive team is scaling, and we are seeking a highly organized and experiencedExecutive Assistant to provide dedicated support to our Head of Legal, with additionalexpense-reporting support for up to three executives.This role requires professionalism, discretion, and the ability to operate in a fast-paced,corporate environment.Role OverviewThe Executive Assistant will provide full-time administrative support to the Head of Legal, withadditional shared expense management responsibilities across the executive team.This role is primarily focused on:● Calendar management● Expense reporting● Travel coordination● Executive-level administrative supportThe ideal candidate is structured, proactive, and comfortable working within establishedcorporate systems and processes.Key ResponsibilitiesExecutive 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 needsExpense 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 executivesTravel Coordination● Book and coordinate executive travel (primarily train travel)● Manage itineraries and scheduling changes● Ensure smooth travel logistics and documentationExecutive & 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 filesMust-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 skillsNice-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 operationsWorking Hours● Full-Time (40 hours/week)● Must work Eastern Time (US business hours)● Fully Remote Why Join Assist World?100% REMOTE$50 birthday bonus$200 testimonial bonus$500 entry monthly raffleNO TRACKER. NO PROBLEM