Executive Assistant

Job Type
Full-time
Description
The Bartolotta Restaurants is a nationally recognized restaurant and catering organization co-founded by restaurateur Joe Bartolotta and his brother, two-time James Beard Award-winning Chef Paul Bartolotta. Since 1993, The Bartolotta Restaurants has grown to become the premier culinary brand in the Greater Milwaukee region, offering first-class service and cuisine across a portfolio of 17 one-of-a-kind restaurants and catering facilities. As a forward-thinking and respected company, we also give back to our community through Care-a-lotta, a charitable program that supports numerous nonprofit organizations throughout Milwaukee.
At The Bartolotta Restaurants, we are committed to excellence in every aspect of our business, from the products we source to the food and service we deliver every day in our restaurants and catering venues. Our greatest asset in our company is our team members because, without them, we wouldn't be in business.
We look for people who have what we call a "hospitality heart," characterized by a commitment to providing excellence, a passion for taking care of our guests, and a "can-do" attitude. We're a family-run business, and we consider our team members part of The Bartolotta Restaurants family.
We are looking for an experienced and proven Executive Personal Assistant to join our team. Reporting directly to the owner, this candidate will handle a variety of high-level administrative work as well as executive and personal assistance to include travel, meeting and hospitality planning, schedule management, daily planning and organizational responsibilities, among a number of other items per the request of this executive. The chosen candidate will be expected to work well in a hybrid work environment including our support office, various venues as well as remotely.
This role is designed to improve the efficiency and effectiveness of the organization by providing frictionless support and ensuring that tasks and projects are on track. This individual will possess a high degree of professionalism, initiative, independence, and be able to properly handle a range of confidential information.
Executive Communication

• Handle highly sensitive confidential information and communications.
• Must maintain confidence and protect the Owner and the company by keeping personnel and non-public information strictly confidential
• Take collaborative approach to people across the organization while building relationships and to enhance the teamwork across the organization
• Involved in preparing and formatting information for internal and external distribution to include writing letters, emails, and reports, compiling data for reports, creating presentations, editing, proofreading, and other information preparation duties
• Optimize Owner's time by reading, researching, and routing correspondence
• Create efficiencies by drafting letters and documents
• Check Owner's correspondence for accuracy and errors
• Route and manage phone calls and emails on behalf of Owner

Schedule & Meeting Management

• Maintain the Owner's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
• Schedule meetings, locations/rooms (as applicable) and conference calls
• Effectively interact with the CEO and Bartolotta Leadership Team to organize and coordinate meetings and other activities to facilitate decision-making and project execution.
• Manages the Owner's entire calendar during business hours including non-work-related events during those hours to avoid conflicts
• Plan meetings (agenda, dial-in, virtual, notes etc. where the Owner is attending/chairing)
• Join meetings as needed to take minutes, capture recaps and next steps for the Owner
• Create meeting invitations and manage status, reschedules, etc.
• Provide availability as required for business and personal scheduling to ensure availability
• Book travel, restaurants, meetings, and other travel arrangements

Management of Owner's Initiatives

• Anticipate the Owner's needs and proactively bring together appropriate people and resources to support them in addressing any issues
• Ability to establish objectives; determine priorities; manage time; gain cooperation of others; monitoring progress; solve problems and make adjustments to plans
• Proactively follow up and update priority lists
• Prepare reports by collecting and analyzing information
• Manage/track deliverables across the company on behalf of the Owner
• Create, track and maintain high-priority lists
• Track internal information as requested on behalf of the Owner
• Conduct research on behalf of the Owner

Overall Administration:

• Provide support to the Owner which may require working outside of normal business hours
• Ensure clean work and conference spaces, in preparation for in-person meetings
• Welcome guests and customers by greeting them (if in a company office environment), in person or on the telephone, answering or directing inquiries.
• Manage refreshments, supplies and food orders, if applicable
• Manage, audit, and submit expenses and reports
• Manage physical and digital files and provide documents/references as needed
• Facilitate logistics to support remote and office working environment, including coordination of meeting logistics.

Requirements
Essential Requirements

• At least six years as an EXECUTIVE ASSISTANT supporting C-level executives; preferably in the restaurant or hospitality industry or other related fast paced, environment
• The ability to manage and organize complexity and ambiguity
• Evidence of solution-oriented thinking skills
• Strong communication skills, attention to detail, and strong writing skills
• Strong team-oriented interpersonal skills
• Strong organization skills
• Ability to work under pressure and time constraints and easily adapt to ever-changing conditions
• Ability to demonstrate flexibility but also determination
• Advanced Microsoft Office skills (Office 365, Word, Excel, and Power Point)
• Bachelor's Degree is a plus

*In accordance with the Americans with Disabilities Act the above is intended to summarize the essential job functions of and requirements for the performance of this job. It is not meant to be an exhaustive list of miscellaneous duties and responsibilities that may be required in the performance of this job.
**The above statements are intended only to describe the general nature of the job and should not be construed as an all-inclusive list of position responsibilities.