Special Projects Manager & Executive Assistant - Office of The Ceo

The Special Projects Manager & Executive Assistant - Office of the CEO is a strategic partner and operational leader responsible for driving alignment, execution, and communication across the organization. This role supports the CEO primarily but will serve in a leadership capacity with various projects and initiatives for the leadership team and on behalf of the organization as a whole. This role will be responsible for ensuring the CEO's priorities are advanced through effective planning, project management, and stakeholder engagement. The Special Projects Manager & Executive Assistant - Office of the CEO serves as a key liaison between executive leadership and internal teams, owning high-impact initiatives, managing executive communications, and orchestrating events that reinforce company culture and strategic direction.

Essential Functions

May perform any or all of the following duties:

Calendar, Travel & Meeting Management

• Coordinate and maintain the CEO's daily calendar, prioritizing appointments, and managing last-minute schedule changes with flexibility and professionalism.
• Schedule and organize all domestic and international travel arrangements, including flights, accommodations, ground transportation, and itineraries.
• Coordinate and manage matters for Board members on an as-needed basis.
• Drive meeting preparation and post-meeting execution, including agenda development, materials/presentation creation, and follow-through on decisions and deliverables.

Ensure executives are briefed and prepared for meetings, events, and strategic engagements.

• Draft and manage internal and external communications on behalf of the CEO and Leadership Team ("LT").
• Act as a liaison between executive leadership and internal teams, maintaining trust and transparency.
• Represent the CEO's office in meetings and initiatives as needed.

LT Engagement, Project Management & Organizational Alignment

• Actively support the broader LT by attending key meetings, capturing action items, and ensuring timely follow-up and accountability across stakeholders.
• Assist the VP of Strategy in coordinating strategic initiatives across departments, ensuring timely execution and alignment with company goals.
• Serve as a central point of coordination for executive priorities, helping to align cross-functional efforts and maintain organizational momentum.
• Foster connectivity and collaboration among senior leaders by streamlining communication, surfacing insights, and identifying opportunities for alignment.
• Stay informed about organizational dynamics and proactively support initiatives that enhance leadership effectiveness and team cohesion.

Event Planning & Internal Engagement

• Plan and execute high-impact internal events including Town Halls, CEO forums, and leadership offsites.
• Partner with HR, Communications, and other departments to ensure events reflect company values and strategic priorities.
• Handle administration activities of the Shining Star Foundation ("SSF") in partnership with the SSF Board.
• Lead onboarding activities throughout the organization, in partnership with HR.

Management and Administration of Board of Directors Meetings (Quarterly)

• Plan and oversee all logistics related to quarterly Board of Directors meetings.
• Prepare and distribute meeting agendas, minutes, and relevant documentation in a timely manner.
• Serve as the primary liaison between the CEO, Board members, and other stakeholders to facilitate smooth communication.
• Arrange meeting venues, technology setup (virtual or in-person), catering, and any other necessary resources.

Executive Communications & Stakeholder Engagement

• Draft and manage internal and external communications on behalf of the CEO and executive team.
• Act as a liaison between executive leadership and internal teams, maintaining trust and transparency.
• Represent the CEO's office in meetings and initiatives as needed.

Administer Senior-Level Recruitment Activities

• Coordinate and manage calendars for senior-level hiring processes, including interviews, candidate debriefs, and recruitment strategy sessions.
• Facilitate timely communication between the CEO, candidates, hiring managers, and external search firms.
• Ensure smooth logistical arrangements for on-site and virtual interviews, including travel for candidates when applicable.
• Track and follow up on action items related to the recruitment process to support timely decision-making

Position Qualifications/Core Competencies

• 5+ years of experience in executive support, project management, or strategic operations.
• Bachelor's degree required; advanced degree or certifications a plus.
• Exceptional written and verbal communication skills.
• Strong organizational and analytical skills with a bias for action.
• Proficiency in Microsoft Office Suite, PowerPoint; experience with collaboration tools (e.g., Teams, SharePoint, Asana).
• Ability to manage multiple priorities in a fast-paced, dynamic environment.
• High emotional intelligence and ability to build relationships across all levels of the organization.
• Discretion and integrity in handling confidential information.
• Independent judgment is required to plan, prioritize, and organize a diversified workload and recommend changes in office practices or procedures.
• Must display strong analytical and organizational skills and have the ability to identify and implement process improvement strategies with positive business results
• Must have a strong work ethic and a high level of confidentiality to ensure proper handling of sensitive information.

Work Environment

• Restaurant Support Center that operates in a fast-paced setting with a high volume of activity and a deadline-driven environment. The role follows a hybrid work model, requiring on-site presence in the office every Tuesday, Wednesday, and Thursday.

Physical Demands

• Sitting for extended periods of time, using a telephone, typing, and/or operating a computer and/or mouse
• Travels as needed, approximately ten (10)%

The company retains the right to change or assign other duties to this position as deemed appropriate with or without notice.