Executive Assistant (Job ID: HOWSAM1EA)

IMPORTANT - Watch this quick Loom video on how to get hired: https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0 C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT. PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH 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: P artnering 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 store needs rather than strict 9-to-5 desk hours. Preferred Qualifications & Skills: Business Degree: A degree in Business, Accounting, Finance, or a related field to support future bookkeeping, branding oversight, and data reporting. AI & Software Savvy: Hands-on experience or fast adaptability using AI prompting tools (Claude), task engines ( Jolt ), and point-of-sale systems ( Toast POS ). Proactivity & Critical Thinking: Exceptional problem-solving skills with a self-starter attitude—able to turn loose ideas and chaotic problems into clean, repeatable SOPs. Phased Onboarding & Security Protocols Because this role handles sensitive operational and financial data, onboarding follows a structured, phased approach to access: Phase 1 (Initial Setup): Communication channels, task management, vendor scheduling, and AI workspace integration. Password access is managed securely via password management software. Phase 2 (Financial Integration): Phased introduction to internal accounting systems, managed using virtual, low-limit spend cards and supervised platform access. Full financial administration access is unlocked as trust and performance history are demonstrated.