Job Title: Executive Assistant/Office Manager
Department: Executive
FLSA: Non-Exempt
Status: Full Time
Reports to: COO
Customary Days: Monday - Friday
Customary Hours: 8:45am-5:15pm. Hours may be extended when workload is increased.

POSITION SUMMARY

The Executive Assistant/Office Manager provides direct, high-level administrative support to the Executive Team and plays a central role in ensuring the office operates efficiently, remains a welcoming and well-organized space for staff and guests. As the first point of contact at the reception desk, you will greet visitors with professionalism and warmth while managing daily office functions and coordinating executive priorities. This role requires excellent communication, multitasking, and organizational skills. If you take pride in supporting a busy office environment while enabling leadership to operate at their highest efficiency, this position is for you.

JOB REQUIREMENTS

Education and Experience: The requirements listed below are representative of the knowledge, skill, and/or ability required.

• High school diploma required; Associate’s or Bachelor’s degree preferred.
• Minimum of 2 years of experience in administrative support or office management.

Essential Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Blue Plate is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the American with Disabilities Act (ADA):

• Ability to demonstrate strong affinity for Blue Plate’s mission: Our mission is to “care more” for others through food and service experiences that turn our partner’s vision into reality.
• Must be dependable and responsible.
• Must be able to work with a variety of people.
• Operate basic office equipment such as postage and copy machines.
• Must be able to efficiently multi-task multiple projects at any given time.
• Must be highly organized with strong attention to detail.
• Strong computer skills including proficiency with Microsoft Office and Google Workspace applications.
• Familiar with catering management systems and CRM software to support operational and client service needs.
• Local travel is required.

LANGUAGE SKILLS

Ability to read, write and speak English proficiently. Bilingual, Spanish speaking proficiency preferred.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Blue Plate is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the American with Disabilities Act (ADA):

• While performing the duties of this job, the employee is regularly required to talk or listen.
• Possess the ability to fulfill and any all-office activities normally expected in an office setting, to include, but not limited to remaining seated for periods of time to perform computer entry, participating in filing activity, lifting and carrying office supplies (paper reams, mail, etc.)
• The employee must occasionally lift and/or move up to 20-25 pounds.
• At times, it may require more than 40 hours per week to perform the essential duties of the position.
• Fine hand manipulation (keyboarding).

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Blue Plate is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the American with Disabilities Act (ADA):

• Internal office space.
• The noise level may include that of a combination of an office environment.

EXECUTIVE ASSISTANT RESPONSIBILITIES:

• Provide high-level administrative support to the CEO, COO, and other Executive Team members.
• Manage executive calendars, including scheduling meetings, appointments, travel, and off-site events.
• Prepare agendas, briefing materials, and meeting notes for executive meetings.
• Coordinate internal and external communications on behalf of executives, ensuring timely follow-up and professional correspondence.
• Handle confidential and sensitive information with discretion.
• Assist in the preparation of reports, presentations, and documents for board meetings, leadership updates, and client engagements.
• Track and submit expense reports for executives and ensure accurate recordkeeping.
• Serve as a liaison between executives, department heads, and external partners to ensure smooth information flow.
• Anticipate executive needs and proactively manage priorities to optimize time and resources.
• Perform other relevant tasks as required.

OFFICE MANAGEMENT RESPONSIBILITIES:

• Welcome and assist visitors and vendors upon arrival.
• Answer and direct incoming calls; ensure prompt and professional phone etiquette.
• Monitor and maintain common areas including the reception, conference rooms, training room, and supply areas.
• Coordinate and book internal meeting spaces, including tasting rooms and event spaces, through the shared calendar system.
• Manage incoming and outgoing mail and packages, coordinate messengers and deliveries.
• Order, track, and restock general office and breakroom supplies weekly; maintain inventory of company stationery.
• Maintain cleanliness and organization in the front desk area, craft space, and shared office spaces.
• Monitor usage and servicing needs of office equipment (copiers, printers, postage machines, etc.).
• Maintain calendar for the tasting rooms, conference rooms and Larkin Hall event spaces.
• Update and distribute company-wide contact lists monthly.
• Manage general office inbox and route inquiries appropriately.
• Maintain and update the Weekend/Holiday Manager on Duty List; ensure phone voicemail is updated accordingly.
• Monitor and maintain inventory of company stationery; coordinate reordering with the Marketing Department.
• Support special projects and events hosted within the office.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Blue Plate is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the American with Disabilities Act (ADA):

• While performing the duties of this job, the employee is regularly required to talk or listen.
• Possess the ability to fulfill and any all-office activities normally expected in an office setting, to include, but not limited to remaining seated for periods of time to perform computer entry, participating in filing activity, lifting and carrying office supplies (paper reams, mail, etc.)
• The employee must occasionally lift and/or move up to 20-25 pounds.
• At times, it may require more than 40 hours per week to perform the essential duties of the position.
• Fine hand manipulation (keyboarding)

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Blue Plate is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the American with Disabilities Act (ADA):

• Internal office space.
• The noise level may include that of a combination of an office environment