Executive Assistant - Pacific Division

Job Summary

Canteen brings break time to everyone. We combine food, service, and experience backed by industry-leading technology to help companies create a better workplace and connect their employees. Canteen’s solutions include markets, office coffee and snacks, unattended retail, and culinary. Our people are at the heart of everything we do. Their dedication, collaboration, and passion fuel our growth. Interested in joining our team? You bring the enthusiasm, customer service, and commitment; we’ll supply the opportunity and innovation. Together, we’ll continue to transform our industry.

Job Summary
The Executive Assistant provides critical support primarily to the Pacific Division President across a number of areas as outlined below. We are looking for a bright, tech-savvy, growth-oriented person to help them ramp into the role and create new systems.

About our ideal candidate

• Highly organized, enjoys making order out of chaos, efficient yet kind
• Disciplined, detail-oriented, and even-keeled
• Flexible mindset, problem solver, systems-thinker
• Loves helping people, deeply empathetic
• Effective communicator across all levels of the organization
• Models best practices and demonstrates a high bar

Key Responsibilities

• Support the President primarily and provide additional support to senior team members, as directed, to ensure company goals and objectives are accomplished, and operations run efficiently
• Create, maintain, and continuously improve internal processes that support the senior team and coordinate resources to speed up workflows
• Manage communication with employees
• Plan and orchestrate work to ensure the President’s priorities are met, organizational goals are achieved, and best practices are upheld
• Manage professional and personal scheduling for the President, including agendas, mail, email, phone calls, client management, and other company logistics
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives
• Manage the President’s travel logistics and activities, including accommodations, transportation, and meals
• Provide administration and office support
• Coordinate programs, events, and conferences, including an annual division meeting with 50–100 attendees
• Assist in various HR/Payroll tasks such as tracking PTO, authorizing phone stipends, and processing miscellaneous off-cycle payments
• Organize team communications
• Perform other duties as assigned

Required Qualifications

• Highly proficient in Microsoft Office Suite, particularly Excel, Outlook, and PowerPoint
• Ability to learn several company and industry-specific systems
• Four or more years of experience in an administrative role reporting directly to upper management
• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with office productivity tools and an aptitude for learning new software and systems
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees
• Ability to travel up to 50%

Preferred Qualifications

• Bachelor’s degree from an accredited college or university
• Experience in overseeing budgets and expenses
• Experience in developing internal processes and filing systems