Job Description: C-Suite Executive Assistant – Oysters Rock Hospitality

ABOUT OYSTERS ROCK

Oysters Rock Hospitality, led by award-winning restaurateurs and philanthropists John and Amanda Horne, is a team of passionate hospitality experts dedicated to creating Five Star Fun for Everyone. We are guided by our Core Values: Hospitality, Hustle, and Heart; and our Vision of impeccable hospitality is to ensure that everyone at our table knows that they belong. 

Our brand portfolio includes the six locally-beloved Anna Maria Oyster Bars, the reimagined Café On St Armands, and our philanthropic arm, Shuckin’ Good Cause, which encompasses initiatives like Dive Into Reading, the Employee Relief Fund, and enhances our community through our Pillars of Philanthropy: Education, Heroes, Affiliations, and Quality of Life.  Find more information online at OystersRock.net | 941-761-7797 

APPLICATION PROCESS

We use Indeed to manage applicant communications. Please visit OystersRock.net/Careers to begin your application, where you’ll find this posting on the right side of the page.

Interview Schedule

Applications will be accepted through Monday, January 19
If selected for an interview, candidates will be notified by Tuesday, January 20 to schedule their Round 1 interviews (virtual)
Additional rounds of interviews will be scheduled on an individual basis
It is our hope to have our newest Oyster begin their role in mid-February

JOB DESCRIPTION: 

At Oysters Rock Hospitality, we are committed to Five Star excellence in leadership, innovation, and operational efficiency. The C-Suite Executive Assistant serves as a critical partner to ownership and the Executive Leadership Team, ensuring seamless coordination, communication, and execution of strategic priorities.  

This role is equal parts calendar mastery, technological troubleshooting, operational problem-solving, executive support, and project coordination. The ideal candidate has exceptional organizational skills, discretion, and the ability to thrive in a fast-paced environment. 

KEY RESPONSIBILITIES 

Executive Support & Strategic Coordination 

• Serve as the primary point of contact and liaison for the President/CEO and EVP, managing correspondence, scheduling, and priorities. 
  • Manage executive calendars, including internal and external meetings, logistics, follow-ups, and proactive anticipation of scheduling needs. 
  • Manage executive email inboxes and synchronize information between Outlook and Asana, ensuring timely responses, delegation of tasks, and appropriate prioritization. 
• Prepare and organize Executive Team meetings, including agendas, reports, presentations, and supporting documents. 
• Sit in on Restaurant Operations meetings as requested and take detailed meeting notes, documenting key action items and ensuring follow-up with Home Office and Restaurant Operations through Asana. 
  • Keep teams aligned and projects moving forward using Asana without constant executive check-ins.
  • Support the flow of information between executives, employees, vendors, and external partners to ensure clarity and efficiency. 
• Vet and direct incoming communications, calls, and walk-ins, acting as a strategic gatekeeper to protect executive focus. This part can be a real challenge with how visible our execs are. 
  • Pre-screen emails, handle calls and forms, and follow up with vendors, institutions, and partners. 
• Book all travel (reservations, transportation, and day-of needs) and manage itineraries, including real-time adjustments when plans change…and thanks to today’s airline ecosystem, they often do!  
• Improve systems for executive contacts and relationship management and manage data syncing across devices and departments 
• Handle confidential and sensitive personal, financial, and business information with the highest level of professionalism and discretion. 

Operational & Administrative Excellence 

• Serve as the IT point of contact for executive-level technology needs, troubleshooting, and setup. 
• Support the flow of information between executives, employees, vendors, and external partners, ensuring digital systems and records remain organized and up-to-date across Asana, SharePoint, cloud storage, and other platforms.   
  • Support and direct the implementation, optimization, and documentation of internal processes and systems to enhance operational efficiency. 
  • The goal is to constantly improve clarity and efficiency. 
• Monitor and track executive expenses, credit card transactions, reimbursements, and financial entries using QuickBooks and related tools. 
• Provide event planning and execution support for executive meetings, leadership retreats, Shuckin’ Good Cause board meetings, Affiliation partner board meetings (specifically, when execs are chairing committees or boards) and other company-wide gatherings. 
• Be knowledgeable about current events that affect local, statewide, and federal governments and support governmental relations efforts. We are active advocates for our brands and industry at all levels of government. 
• Research topics, prepare summaries, and support day-to-day administrative and operational needs. 

Operations Leadership, Project Management & Coordination 

• Assist in driving key operational initiatives in partnership with executive leadership. 
  • Support ongoing and cross-functional projects by tracking deadlines, follow-ups, and next steps. 
  • Work closely with operations leadership to ensure policies and procedures are implemented and maintained.  
  • Take on leadership roles in special projects, as needed. 
• On a daily basis, monitor reports from Restaurant Operations and Home Office for product quality, integrity of brand standards, guest satisfaction, etc. Flag and escalate any areas that need improvement to meet expectations. 

Personal Support 

• Assist with scheduling medical appointments, managing insurance claims, and handling reimbursements. 
• Help with scheduling home repair and maintenance work, may need to be present with technicians or contractors 
• Provide personal task support as needed to ensure executives can remain focused on strategic priorities.  

WHAT SUCCESS LOOKS LIKE 

• 90 Days: Strong understanding of systems, tools and workflows, including Asana; recurring tasks handled independently. 
• 6 Months: Executive logistics run smoothly; needs are anticipated before being requested. 
• 1 Year: Inefficiencies eliminated, systems optimized, and the executive administrative ecosystem runs seamlessly! 

PREFERRED SKILLS, EXPERIENCE & QUALIFICATIONS 

• You are experienced working in a multi-company environment:
  • Minimum 3 years of experience supporting C-suite or senior executives in a corporate, hospitality, or high-growth environment with multiple brands.  
  • Strong background in executive support, corporate operations, or administrative leadership. 
• You are very tech savvy: 
  • Proficiency in Asana or similar project management tools is required. 
  • Advanced proficiency in Microsoft Office Suite, cloud-based tools, and QuickBooks. 
  • Comfortable learning and using tools such as Restaurant365 and AI tools (ChatGPT, Claude, etc.) to streamline work and research, but we’re not into people who are dependent on ChatGPT to write or strategize. 
• You give a damn: 
  • Highly organized, positive, proactive, solutions-oriented, and calm under pressure. 
  • Strong judgment, attention to detail, and ability to manage multiple priorities in a fast-paced environment. 
  • Ability to work with many different personalities and communication styles. 
  • Trusted with sensitive information and empowered to make logistics and operational decisions once trust is established. 

WORK ENVIRONMENT 

• If you can’t already tell, the Home Office of Oysters Rock Hospitality is a fast-paced, collaborative, people-first culture.  
• For the right person who is a thoughtful, proactive communicator, there is a high level of autonomy and trust. 
• This is a full-time role with a mix of in-person and remote work; primarily in-office.
  • When the CEO is in the office, in-office presence is preferred. 
  • Core hours are 8:00 a.m. – 5:00 p.m., with flexibility as needed. 
• Communication with execs between weekly meetings happens primarily via Asana, with occasional texts and emails.  

COMPENSATION 

• Base salary range $65,000-$80,000 commensurate with experience 
• Bonus opportunities beginning at 90 days 
• Paid time off including 10 vacation days in year one