Office Manager & Executive Assistant

Vibe Restaurants LLC•Farmers Branch, TX

33d•Onsite

About The Position

The Office Manager & Executive Assistant at Vibe Restaurants plays a pivotal role in ensuring the seamless operation of the office environment while providing high-level administrative support to the President/COO and other senior leaders. This role is responsible for managing daily office operations, coordinating internal events, and executing administrative tasks such as scheduling, travel arrangements, and special projects. The Office Manager & Executive Assistant acts as a key point of contact for internal and external stakeholders, fostering an organized, professional, and collaborative workplace that aligns with Vibe Restaurants’ commitment to operational excellence and team synergy.

Requirements

Bachelor’s degree in Business Administration, Office Management, or a related field preferred; equivalent experience considered.
3+ years of experience in office management, administrative support, or executive assistant roles, preferably in hospitality or multi-unit operations.
Exceptional organizational and multitasking skills with the ability to prioritize in a fast-paced environment.
Strong communication skills, both written and verbal, with a professional and courteous demeanor.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with database management (e.g., DMA, Directory, Contacts).
Familiarity with expense reporting tools (e.g., Expensify) and basic IT tasks (e.g., email account setup and password resets).
Ability to maintain confidentiality and handle sensitive information with discretion.
Strong problem-solving skills and adaptability to changing priorities.

Nice To Haves

Experience in event planning, vendor coordination, or supporting marketing initiatives is a plus.

Responsibilities

Oversee daily office operations to maintain a clean, organized, and professional workspace.
Manage office supplies inventory, place orders, and coordinate with vendors for timely restocking.
Liaise with building management and service providers to coordinate maintenance and service of office equipment and facilities.
Organize internal and external events, team meetings, and office activities to enhance workplace culture.
Serve as the primary point of contact for vendors, building management, and external service providers.
Coordinate and provide meals for office staff every Thursday.
Maintain and update data in the DMA, Directory, Contacts list, and other internal systems or databases.
Support onboarding by providing new hires with Vibe-branded attire, accessories, and Engine account setup.
Provide comprehensive administrative support to the President/COO and leadership team, including scheduling, travel arrangements, and correspondence.
Manage executives’ calendars, schedule meetings, and coordinate logistics to ensure seamless operations.
Prepare meeting materials, including documents, presentations, and meals/beverages, and troubleshoot issues during meetings.
Prepare and submit Expensify reports and assist with creating and printing presentations and documents as needed.
Direct phone calls and emails professionally and promptly to appropriate contacts.
Sort and distribute mail efficiently.
Manage email account setups, including password resets and creating email addresses for new store locations.
Support cross-departmental initiatives, such as the Birthday/Anniversary lunch program and the Little Caesars Quarterly Champion Award.
Accommodate marketing requests across all Vibe Restaurants brands, including shipping POP, promo items, recognition/communication boards, and coordinating ribbon-cutting ceremonies for new store openings.
Execute special projects and tasks as assigned by the President/COO or other senior leaders.