Position Summary:

The Executive Assistant manages data, reporting, and administration of the company’s operations management platform (TAQTICS), while providing direct support to the COO. Working with Finance, HR, Operations, and departmental heads, the role prepares recurring reports and dashboards, coordinates meetings and executive calendars, maintains system integrity, and drives cross-departmental collaboration supported by labor and sales analytics that turn data into actionable insights. The position demands strong organizational skills, accountability, and the ability to manage multiple stakeholders.

KEY RESPONSIBILITIES: 

Data Management & Reporting

1. Build, maintain, and automate dashboards and reporting systems for leadership and unit managers.
2. Prepare and deliver recurring reports on a Daily, Weekly, Bi-Monthly, Monthly, and Quarterly basis.
3. Prepare detailed monthly reports using Excel, highlighting key findings and recommendations.
4. Provide COO-specific reporting and ensure timely, accurate report preparation.
5. Collaborate with departments to collect data for reports and ensure consistency and accountability in all reporting processes.
6. Ensure data accuracy, integrity, and compliance across multiple systems (e.g., POS, HRIS, payroll).
7. Support cross-functional projects requiring integrated labor and sales data analysis.

Platform & System Administration (TAQTICS)

1. Serve as System Lead for TAQTICS, the company’s operations management platform.
2. Communicate with all platform users to ensure smooth adoption and usage.
3. Conduct onboarding and rollout of the platform across the organization.
4. Maintain daily accountability and system integrity, and own accountability for all platform work.
5. Perform ongoing system administration to keep the platform accurate and reliable.

Meeting & Administrative Support

1. Coordinate and send meeting invitations to Area Managers, Operation Managers, RGMs, and Supervisors.
2. Consult with the COO to confirm meeting agendas.
3. Double-check attendance for all meetings.
4. Arrange meeting logistics, including water and lunch for managers.
5. Manage departmental meeting schedules and maintain calendars for the War Room and the COO.
6. Coordinate meetings with Area Managers, Brand Manager, COO, and Executives.
7. Liaise with Heads of Department (HODs) for meeting preparation and reporting.

Strategic Support & Collaboration

1. Assist the COO with operational tasks, reporting, and other administrative duties as required.
2. Conduct process mapping across departments.
3. Partner with HR to map processes for all positions in the company, supporting succession planning.
4. Drive cross-departmental collaboration to improve efficiency and accountability.

Labor Analytics

1. Analyze workforce productivity, scheduling efficiency, and labor-to-sales ratios to identify cost-saving opportunities.
2. Track key labor KPIs (overtime, absenteeism, turnover) across business units and support staffing recommendations with HR and Operations.

Sales & Revenue Analytics

1. Monitor sales performance across outlets, regions, and products to identify trends and underperforming areas.
2. Conduct sales mix and margin analysis to support pricing and promotional decisions.

KEY COMPETENCIES:

1. Proficiency in Excel, the Microsoft Office Suite, and HRIS.
2. Proficiency in AI and AI tools for analysis, automation, and reporting.
3. Experience in system administration and platform management.
4. Strong reporting and analytical skills, with the ability to interpret and present data clearly.
5. Excellent organizational, multitasking, and stakeholder-management skills.
6. High ethical standards, confidentiality, and accountability.