Job Description

EXECUTIVE ASSISTANT 

OVERVIEW 

Rated Best Café by Fort Lauderdale Magazine, Circle House Coffee is looking for someone to join our team as a fulltime Executive Assistant. The right candidate is a self-starter, someone naturally motivated and ambitious to achieve success when it comes to their work. The right candidate also possesses a dynamic skill set, with professional experience in one or more fields ranging from social media, human resources, compliance, food service administration, event planning, marketing, and administrative support. 

As Circle House Coffee’s Executive Assistant, you can play a key role in a growing company. In addition to providing administrative support, you will work directly with the Owner and General Manager to provide support with special projects and new initiatives. 

AREAS OF RESPONSIBILITY 

ADMINISTRATIVE RESPONSIBILITIES: 

• Act as the point of contact among executives, employees, clients and other external partners 

• Manage information flow in a timely and accurate manner 

• Review, respond to, or forward general email inquiries 

• Assist with scheduling appointments and maintain up-to-date Outlook calendar 

• Review and reconcile payroll hours 

• Maintain accurate and up-to-date compliance records 

• Reconcile cash logs 

• Receive invoices into the inventory management database and follow-up with vendors or team members regarding discrepancies 

• Personally assist ownership as needed by coordinating and scheduling activities 

• Oversee the planning and execution of private events and caterings 

• Work with Owner and General Manager on special projects  

• Work with the Administrative Assistant on daily office duties to ensure the smooth operation of the office

HUMAN RESOURCES RESPONSIBILITIES: 

• Review job applications and identify potential candidates 

• Conduct phone screenings 

• Schedule and attend interviews with the Café Manager 

• Conduct the onboarding process

SOCIAL MEDIA & CREATIVE RESPONSIBILITIES: 

• Work with Circle House Coffee’s Media Specialist to create content and implement monthly social media calendar 

• Assist in composing and formatting bi-monthly emails 

• Create signage for café and work with vendors for special assignments 

• Establish relationships with local businesses and non-profits in line with our mission, Giving Back One Sip at a Time 

• Coordinate logistics for special events, serving as a point of contact with external partners

MENU RESPONSIBILITIES: 

• Work with General Manager to maintain back end of the inventory database 

• Work with General Manager to ensure new beverage and food information is updated across all platforms including POS, digital menu boards, and mobile order platforms

COMPETENCIES 

• Work experience as an Executive Assistant, Personal Assistant or similar role 

• Professional experience with social media, human resources, compliance, food service administration, event planning, marketing, or administrative support 

• Outstanding organizational and time management skills 

• Excellent verbal and written communication skills 

• Ability to compose professional and timely emails 

• Ability to prioritize tasks based on degree of importance and level of required resources 

• Effective communicator 

• Ability to summarize different approaches and perspectives 

• Ability to identify and flag risks to project timelines 

• Required: Proficiency in Word, Excel, PowerPoint, SharePoint; experience working with database software 

• Desired: Mailchimp, Photoshop, CAD

COMPENSATION 

• $50,000 to $55,000 annually 

• Enjoy on-the-house espresso beverages, coffee, and tea while on the job 

• 50% off food items

APPLY 

• Submit your application, résumé, and cover letter 

• Select 1 of the following topics for your cover letter: 

• Think of a time you worked on a special project. What was the challenge? What was your team like? What role did you play on the team? How did you know the project was successful? 

• We are looking to hire someone with experience in one or more fields ranging from social media, human resources, compliance, food service administration, event planning, marketing, and administrative support. Tell us about some of your accomplishments in any of these fields that you are most proud of and share why.

Company Description

Circle House Coffee is a vibrant start-up café and drive-thru located in Flagler Village. Our mission, Giving Back One Sip at a Time, represents who we are as individuals and as a team and we often partner with local charities to raise awareness around important causes and collect donations to support the group’s work. By working at Circle House Coffee, you are demonstrating a commitment to making a difference in our community.