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