POSITION SUMMARY:

Under the direction of the Chief Financial Officer (CFO) the Executive Coordinator is responsible for supporting the CFO to help them stay organized and complete tasks that allow them to focus on more advanced responsibilities. These tasks include, but are not limited to, managing the CFO’s calendar, scheduling meeting and completing special projects as assigned. This position also coordinates and oversees the administrative duties in our corporate office and ensures that the office operates efficiently and smoothly: greeting visitors, managing office supplies, maintaining the office kitchen cleanliness and supplies, and supporting day-to-day activities of the office.

ESSENTIAL JOB FUNCTIONS (Key Tasks and Responsibilities):

Demand for Excellence

• Assist the CFO perform minor accounting duties such as Excel schedules and investor correspondence
• Support with preparation of executive-level presentations
• Oversee and maintain office equipment for uninterrupted function
• Responsible for all common areas in the office including but not limited to the kitchen, business center and conference room. Ensure these spaces are stocked with appropriate supplies and kept organized and clean.
• Update company directory, manage filing systems, and handle correspondence
• Maintain comprehensive and accurate records

Passion for Hospitality

• Managing the Chief Financial Officer’s calendars, including making appointments and prioritizing the most sensitive and confidential matters
• Oversee the guest experience and ensure a personal, friendly experience for anyone coming into the office – maintain complete accessibility in both availability and warmth of character
• Perform front office duties: greet visitors, provide answers, resources and solutions, answer telephone calls and emails from customers and clients, and direct customers and clients to relevant staff. Will also oversee office social activities.
• Coordinate internal and external resources - maintain and manage vendors and weekly food delivery, and cultivate relationships with vendors
• Maintain budget and special requests for the kitchen area; maintain water supplies and orders
• Keep management informed of any building communications

Hunger to Grow

• Research, prioritize, and follow up on incoming and ongoing issues and concerns related to Executives, including those of a sensitive or confidential nature
• Implement established policies and procedures, measure outcomes against standards, and improve operational flow when identified
• Lead special projects as assigned

Unwavering Commitment

• Managing up: supporting the goals and responsibilities of the CFO by providing reminders, organizing information, clearing obstacles, taking things off their plate, aiding in meeting deadlines and deliverables and handling the unexpected.
• Manage travel coordination, including registering for conferences or events and booking flights and lodging as needed
• Ensure peak organizational operations and office efficiency by maintaining appearance of common areas and provide preventative measures by identifying issues
• Manage all aspects of the office’s space/infrastructure planning (moves, adds, and changes to workstations)
• Main contact for shipments – receiving, shipping, and distributing
• Main contact for IT needs for the office, including scheduling maintenance on computers and office equipment, opening, and working support tickets to completion and ordering new equipment as requested,
• Organize maintenance companies to keep the office clean and safe and ensure its appliances are in good working order
• Desire to Win
• Contributes to the excellent reputation of the CFO’s office through professional, friendly and respectful interactions internally and externally.
• Provide prompt answers, resources, and solutions as requested
• Identify opportunities for process and office management improvements,
• Develop office policies and procedures, and ensure they are implemented appropriately.

PHYSICAL DEMANDS (Minimum qualifications needed to perform essential job functions):

• Prolonged periods sitting at a desk and working on a computer,
• Ability to perform work duties on location at the corporate offices: 8425 Woodfield Crossing Boulevard, Suite 550W, Indianapolis, Indiana, 46240,
• Must be able to lift up to 25 pounds at times.

REQUIRED SKILLS/ABILITIES

• Highschool diploma or G.E.D,
• Three or more years prior experience as Office Manager, preferred
• Ability to multi-task in a fast-paced environment effectively and efficiently,
• Proficiency with Microsoft Office 365 Suite with exceptional attention to Excel,
• Attention to Detail:
• Collaboration/Teamwork:
• Communication:
• Customer Focus:
• Inclusive Excellence:
• Problem Solver:

About Prime Hospitality Group

Prime Hospitality Group is a rapidly expanding franchisee of Ruth’s Chris Steakhouse with locations in Indiana, Missouri, Arkansas, and many more to come. Indiana is home to additional Prime Hospitality concepts, including The Exchange, located in South Bend and Indianapolis, as well as Bin 23 in Granger. We are always looking for dynamic people to join us on our journey of continued expansion and endless opportunities. Day to day, this looks a lot like our Core Values: a demand for excellence, a passion for hospitality, a hunger to grow personally and professionally, an unwavering commitment, and a desire to win. Long term, it looks like a fulfilling career with realized potential in an exhilarating industry.

Pay: Starting at $45000 / year

Supplemental pay:

• Bonus pay

Benefits:

• Paid time off
• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Disability insurance
• 401(k)
• Employee discount
• Paid training

Job types: Full-time

Schedule:

• Monday to Friday

Education: No education required

Work location: On-site