Executive Administrator (Charlotte, NC/Allentown, PA)

Job Description:

Executive Administrator to the Co-Founders and Managing Partners

Who Are We?

Culinesse, from Latin culina (of the kitchen) and esse (essential nature), is a forward thinking boutique dining service company that elevates retirement community living by centering on highly personalized resident and guest experiences. We are designed for senior living communities who seek to develop their own individual identities while having access to our team’s expertise, support and resources. Helping clients nurture their brands is our passion because when they thrive, everyone thrives. Transparency in pricing, sourcing, communications, preparation methods and ingredients is the backbone of the Culinesse brand. All that we do is done with purpose and honesty. Culinesse understands the importance of nourishing the whole person and respecting the sacredness of the environment. Life-enhancing and authentic food connects us.

Job Description

The position of Executive Administrator TO THE CO-FOUNDERS AND MANAGING PARTNERS at CULINESSE, LLC involves providing comprehensive administrative support to the Co-Founders and Managing Partners and ensuring the smooth operation of executive-level activities. As an Executive Administrator, you will act as a trusted partner to the Co-Founders and Managing Partners, managing calendars, coordinating meetings, handling correspondence, and facilitating effective communication with internal and external stakeholders. 

Tasks

• Manage the Co-Founders and Managing Partners' calendars, scheduling and prioritizing appointments, meetings, and events, considering the importance and urgency of each.
• Coordinate and arrange travel arrangements, itineraries, and accommodations for the Co-Founders and Managing Partners and other executive team members as needed.
• Prepare and organize documents, presentations, and reports for meetings, ensuring accuracy, professionalism, and adherence to deadlines.
• Act as a liaison between the Co-Founders and Managing Partners and internal/external stakeholders, effectively communicating messages, inquiries, and requests.
• Screen and prioritize incoming calls, emails, and correspondence, responding or redirecting as appropriate.
• Attend meetings, take minutes, and follow up on action items, ensuring timely completion and proper documentation.
• Conduct research, compile data, and prepare reports on various topics, projects, or initiatives as requested by the Co-Founders and Managing Partners.
• Manage confidential information with utmost discretion and professionalism, exercising tact and judgment in handling sensitive matters.
• Assist with special projects, initiatives, and events as assigned by the Co-Founders and Managing Partners, ensuring successful execution and timely delivery.
• Foster a positive and collaborative work environment, building strong relationships across the organization and with external partners.

Qualifications and Requirements

• Bachelor's degree in business administration, communications, or a related field. Advanced degree is a plus.
• Proven experience as an Executive Administrator or in a similar role, supporting C-level executives or senior management.
• Excellent organizational and time management skills to effectively prioritize tasks, manage multiple calendars, and meet deadlines.
• Strong verbal and written communication skills to effectively interact with individuals at all levels, both internally and externally.
• Exceptional attention to detail and accuracy in managing and organizing documents, correspondence, and meeting materials.
• Proficiency in using productivity tools and software, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools.
• Strong problem-solving skills to handle last-minute changes, unexpected challenges, and conflicting priorities with composure and professionalism.
• Ability to maintain confidentiality, exercise discretion, and handle sensitive information and situations with tact and professionalism.
• Strong interpersonal skills and emotional intelligence to build and maintain positive relationships and foster effective collaboration.
• Ability to anticipate needs, think proactively, and take initiative in anticipating and addressing the Co-Founders and Managing Partners’ requirements.
• Flexibility to adapt to a dynamic work environment, including occasional overtime and availability outside of standard working hours.

Competencies (in order of importance)

• Organizational Skills - effectively managing calendars, appointments, meetings, and administrative tasks to ensure efficiency and productivity.
• Communication - excellent communication skills to convey messages, inquiries, and requests effectively and professionally.
• Attention to Detail - meticulousness in managing and organizing documents, correspondence, and meeting materials accurately and professionally.
• Time Management - effectively prioritizing tasks, managing multiple calendars, and meeting deadlines.
• Discretion - handling confidential information and sensitive matters with utmost professionalism and discretion.
• Collaboration - working collaboratively with internal and external stakeholders to facilitate effective communication and achieve common goals.

Lines of Communication

• The Executive Administrator to the Co-Founders and Managing Partners reports directly to the Co-Founders and Managing Partners. The role interacts regularly with senior management, other leaders, and external stakeholders.

Working Conditions

• This is a full-time position with standard working hours, Monday to Friday. The Executive Administrator to the Co-Founders and Managing Partners typically works remotely but may require occasional travel. Flexibility in availability outside of standard working hours is expected to accommodate the Co-Founders and Managing Partners’ schedules and urgent matters.

Culinesse, LLC. is an Equal Opportunity Employer