Executive Assistant (Job ID: HOWSAM1EA)

About this role

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JOB TITLE

EXECUTIVE ASSISTANT

JOB ID

HOWSAM1EA

INDUSTRY

Restaurants

LOCATION

LATAM preferred

JOB STATUS

Full Time

WORK SCHEDULE

Monday to Friday, (PST) - flexible schedule capped at a maximum of 40 hours per week, with on-call availability for urgent needs on weekends.

SALARY

$1800 to $2000 per month

TARGET START DATE

ASAP

ROLE OVERVIEW

About the Client:
The client is an established, highly successful 6-location restaurant group based in San Diego, California. Led by its hands-on Founder & Owner, the group operates with a lean, efficient leadership team that oversees brand marketing, personnel, store operations, and labor strategy across all locations.
Operational Mindset & Culture:

• Tech-Forward & AI-Driven: Modern and systems-focused, actively leveraging tools like Claude to automate operations and analyze performance data.

• Strategic Growth: This new role bridges store operations with executive management, introducing high-level administrative, financial, and tech support directly to the Founder.

• Structured & Secure: Values clear processes and strong digital security (e.g., phased system access, password managers, virtual cards) to ensure smooth remote collaboration.

About the Role:
The Executive Assistant (EA) to the Founder is a high-impact, full-time remote role designed to serve as the operational right hand to the owner of a multi-location restaurant group (6 locations based in San Diego, CA). As the first-ever EA hire for the business, this role bridges operational logistics, maintenance oversight, quality assurance, SOP development, and social media outreach.
The ideal candidate is a tech-fluent, Spanish-speaking go-getter who understands restaurant realities, excels at building structured systems out of raw tasks, and approaches work with flexibility.
Core Focus & Evolution

• Immediate Focus (SOP Development & Franchising Readiness): Documenting standardized operational procedures (SOPs) across all departments to prepare the group for future franchising.

• Maintenance & Vendor Management: Serving as the central point of contact for store-level maintenance issues, tracking equipment health, dispatching contractors, and creating a permanent troubleshooting library.

• Operational QA & Audit Checklists: Partnering with leadership to build interactive checklists in Jolt and conducting random audits across stores to ensure operational excellence.

• Marketing & Communications Admin: Handling routine Instagram administrative tasks, content scheduling, and direct message (DM) outreach to local San Diego influencers and partners.

• AI & Systems Integration: Using Claude / Claude Workspaces daily to automate administrative workflows, draft communications, and maintain data dashboards (e.g., tracking labor and overtime trends via Toast POS).

• Future Scope (Phase 2): Expanding into bookkeeping support, payroll preparation, and higher-level financial administration as operational trust is established.

Key Responsibilities
1. SOP Documentation & Franchising Readiness (Primary Focus)

• Standardize, write, and organize operational SOPs across maintenance, operations, and training to build a comprehensive library for future franchising.

• Collaborate with internal leadership (e.g., Giang) to convert raw training packets, checklists, and documents into structured SOPs and digital Jolt operational packets.

2. Maintenance Logistics & Incident Response

• Act as the primary contact for store-level maintenance calls across all 6 locations.

• Track equipment logs, monitor service requests, and coordinate with external contractors for rapid repair resolution.

• Document every resolved issue into an accessible SOP library (e.g., handling fryer breakdowns, HVAC issues, or plumbing failures).

3. Operational Quality Assurance & Spot Checks

• Conduct routine random photo/data audits on the Jolt platform to ensure store managers and staff are accurately completing daily operational tasks (e.g., verifying photo submissions for restroom cleanliness).

• Perform unannounced audit phone calls to all 6 restaurant locations at random times (e.g., weekday afternoons or weekend shifts) to test staff responsiveness and phone pickup times.

4. Social Media & Influencer Outreach

• Execute routine Instagram administration and content scheduling.

• Conduct direct message outreach to local influencers, community managers, and potential partners.

• Ensure consistent brand messaging and repetitive marketing admin workflows across channels.

5. AI Tools & Dashboard Systems

• Utilize Claude / Claude Workspaces daily to automate repetitive admin, organize unstructured operational data, and draft routine communications.

• Maintain operational dashboards tracking key location metrics, including overtime trends and labor pulled from Toast POS.

6. Financial Administration (Phase 2)

• Gradually support bookkeeping, payroll preparation, and financial tracking under the supervision of internal accounting as trust and performance history build.
Qualifications & Non-Negotiables
Must-Haves & Non-Negotiables:

• Fluent Spanish Speaker (Required): Must be able to communicate fluently and easily with kitchen staff, store managers, and personnel.

• Restaurant Industry Background: Prior experience working in or closely with restaurant/retail operations, including familiarity with industry vocabulary and concepts (e.g., HVAC units, grease traps, line equipment, POS flows).

• Weekend & Urgent Response Availability: Flexible mindset with the ability to handle urgent issues or emergency calls outside standard hours (e.g., Saturday night equipment failures).

• Schedule Flexibility: Ability to manage a flexible ~40-hour work week adapted around changing owner and…