Executive Assistant & Operations Coordinator
Location: Metro Vancouver, BC
Job Type: Part Time with potential to grow into Full Time
Starting Pay: $28.00 per hour, depending on experience
Hours: Approximately 20 to 30 hours per week to start
Travel: Regular local travel between business locations and project sites required
About the Role
We are looking for a highly organized, dependable, and proactive Executive Assistant & Operations Coordinator to support senior management within a growing restaurant brand with multiple locations.
This is not a traditional desk only administrative position.
The successful candidate will help coordinate projects, follow up with contractors and suppliers, visit business locations, obtain quotations, organize documents, track outstanding tasks, and represent management when dealing with vendors, service providers, and other business contacts.
The goal of this position is simple: keep projects moving, make sure follow ups actually happen, and reduce the number of operational matters requiring direct involvement from senior management.
You should be comfortable receiving a project, task, or problem, determining the next steps, following up with the appropriate people, gathering the necessary information and documentation, and presenting management with what is required to make a decision.
Key Responsibilities
- Maintain and prioritize a master list of outstanding projects, repairs, deadlines, and follow ups
- Coordinate contractors, tradespeople, suppliers, service providers, and other vendors
- Obtain quotations and organize them for management review
- Follow up on outstanding quotations, repairs, deliveries, contracts, and project timelines
- Visit restaurant locations and project sites as a representative of management
- Take photos, gather information, document progress, and provide clear updates to management
- Coordinate repair, maintenance, and renovation projects
- Follow up with vendors and contractors to ensure work stays on schedule
- Assist with uncommon or one off administrative matters, including gathering documentation, communicating with outside parties, tracking requirements, and seeing matters through to completion
- Organize invoices, quotations, contracts, correspondence, records, and other business documents
- Make phone calls and send emails on behalf of management when authorized
- Schedule appointments, meetings, site visits, and contractor access
- Assist with administrative and operational work related to multiple restaurant locations
- Coordinate printing, signage, packaging, labels, and other operational requirements
- Follow up with restaurant managers regarding outstanding operational items
- Assist with occasional errands, pickups, deliveries, and other time sensitive business matters
- Provide regular updates on what has been completed, what remains outstanding, and what requires a management decision
- Identify issues before they become urgent and proactively follow up
- Step in when unexpected operational issues arise and help coordinate a solution
What We Are Looking For
The ideal candidate is someone who is organized, resourceful, professional, persistent, and adaptable.
Restaurant or hospitality experience is strongly preferred. Experience working in a restaurant environment provides valuable understanding of the urgency, flexibility, and practical problem-solving that this position requires.
We are particularly interested in candidates who understand restaurant operations and are comfortable working with restaurant managers, employees, suppliers, contractors, equipment service providers, and other individuals involved in day to day restaurant operations.
You do not need to know everything on day one. You do need to be comfortable figuring things out.
You should be someone who can be told:
"We need to get this repair completed. Please get two quotes, find out the timeline, and come back with the options."
And take responsibility for getting it done.
Equally important, you should be comfortable encountering situations you have never dealt with before, determining what needs to happen, communicating with the right people, organizing the information, and moving the matter toward a resolution.
Requirements
- Valid BC driver's licence
- Reliable personal vehicle
- Comfortable travelling throughout Metro Vancouver
- Strong verbal and written communication skills
- Excellent organizational and follow up skills
- Ability to communicate professionally with contractors, suppliers, property managers, restaurant managers, employees, and other professionals
- Ability to work independently without constant supervision
- Comfortable managing multiple projects and priorities simultaneously
- Good judgment regarding what can be handled independently and what needs to be brought to management's attention
- Comfortable using email, spreadsheets, shared documents, calendars, and task management systems
- Professional and trustworthy when representing management and the organization
- Ability to handle confidential business information appropriately
- Ability to adapt when priorities change or unexpected issues arise
- Flexibility to attend restaurant locations outside regular business hours when operationally necessary
Preferred Experience
Restaurant or hospitality experience is strongly preferred.
Experience in restaurant management, restaurant administration, operations, executive assistance, project coordination, construction coordination, property management, or managing multiple business locations would be considered an asset.
Schedule and Availability
The typical work schedule will primarily fall within weekday business hours.
However, our restaurants operate late and overnight, and restaurant operations do not always follow a traditional business schedule.
The successful candidate must therefore have a reasonable degree of flexibility. From time to time, you may be required to visit a restaurant, meet a contractor, respond to an operational matter, or attend a location during late evening or overnight hours, sometimes on relatively short notice.
This does not mean you will routinely work overnight. We are looking for someone who understands the nature of the restaurant industry and is willing and able to step in when circumstances require it.
We anticipate approximately 20 to 30 hours per week to start, with the potential for hours and responsibilities to increase significantly as the role develops.
Growth and Long Term Opportunity
We are a growing restaurant brand, and we believe strongly in developing talented people from within the organization.
For the right individual, there is no predetermined ceiling on where this position can lead.
Someone joining initially as an Executive Assistant & Operations Coordinator may have the opportunity to take on increasing responsibility in operations, management, new location development, projects, and other areas of the business as the organization grows.
We are interested in people who want more than simply a job. We want individuals who are interested in growing alongside the organization and taking responsibility for increasingly important areas of the business.
For exceptional individuals who demonstrate leadership, commitment, strong judgment, and meaningful contribution to the long term growth of the organization, future partnership or ownership opportunities may also be possible.
These opportunities are not automatic or guaranteed. They are earned through performance, trust, contribution, and long term alignment with the organization.
What Success Looks Like
After the first few months, the successful candidate should have a clear understanding of active projects and outstanding items across the organization.
Contractors are being followed up with.
Quotes are not sitting unanswered.
Repairs are moving forward.
Documents are organized.
Deadlines are not being forgotten.
Unexpected issues have someone responsible for moving them forward.
When something requires management's attention, the information needed to make a decision is already organized and ready.
Most importantly, we want someone who gradually becomes a trusted extension of senior management, someone who can be given a problem, project, or objective and be trusted to help carry it through.
If you are the type of person who enjoys turning a long list of unfinished tasks into a short list of completed ones, and you are looking for an opportunity where your responsibilities and future potential can grow substantially over time, we would like to hear from you.
Pay: $45,000.00-$57,600.00 per year
Benefits:
- Dental care
- Discounted or free food
- Flexible schedule
- Store discount
- Vision care
Work Location: In person
