Job Description

The Office Assistant to ownership of Nonna Mercato will play an integral part in coordinating the day-to-day activities. We are looking for someone who is highly detail-oriented and enjoys working within a fast-growing, rapidly changing environment that is mission-driven and people-first. The ideal individual will be strategic and tactical, can exercise good judgment in various situations, have strong written and verbal communication, have administrative and organizational skills, and maintain a realistic balance among multiple priorities.

We expect that 80% of this person’s time will be spent on work with ownership, with ~20% dedicated to personal tasks during the work day.

Responsibilities:

Office Assistant to Ownership:  

• Placing email orders as needed for catering and custom cake orders etc. 
• Provide high-level administrative support to ownership, ensuring seamless day-to-day operations across both business and personal matters.
• Act on behalf of ownership to hold team members accountable, follow up on deliverables, and provide oversight and support to ensure alignment with company expectations and priorities.
• Maintaining a log used to track projects, their status and proactively keeping leadership team informed
• Must be comfortable taking calls and communicating with internal and external stakeholders on ownership’s behalf, representing the company with professionalism and clarity.
• Manage complex calendars for ownership, including scheduling and logistics for all meetings and appointments—both personal and business—prioritizing commitments and resolving conflicts proactively.
• Send the following calendar communications:
• End-of-day text with the next day’s schedule
• Text reminders to ownership 15 minutes prior to any scheduled meetings
• Invitations for any hosted meetings on ownership's behalf
• Develop and manage a private shared calendar for ownership that includes all meeting details: addresses, dial-ins, transportation, parking, contacts, point people, duration, and drive times.
• Coordinate all travel arrangements, including flights, accommodations, and itineraries, following standard operating procedures tailored to each individual and trip.
• Can include personal, family and company travel arrangements

• Prepare and edit correspondence, presentations, reports, and other documents with a focus on accuracy, clarity, and professionalism. 
• Handle confidential and sensitive information with discretion and sound judgment.
• Track and manage important documents for ownership, assist with paperwork, and ensure timely execution of signatures.
• Maintain systems for organizing and accessing critical internal documents, presentations, and reports. Ensure documentation is kept up to date and easily accessible.
• Attend all calls and meetings involving ownership, take detailed notes, circulate appropriate information to the greater team, and track action items to ensure follow-through and accountability.
• Prepare briefs, agendas, and key background information for meetings, ensuring ownership is aligned on objectives and expected outcomes.
• Build and maintain strong relationships with key stakeholders in ownership’s internal and external networks.
• Prioritize competing obligations and independently carry out projects to completion under tight deadlines.
• Promote and uphold company culture through clear communication, consistency, and cross-team collaboration, acting as a liaison 
• Be available after hours on an ad hoc basis for time-sensitive or urgent matters

Office & IT Oversight (4422 HQ):

• Serve as Office Manager, overseeing day-to-day office organization and operations.
• Redistribute internal office responsibilities monthly to ensure a collaborative and efficient environment.
• Oversee IT needs across the organization, including purchasing, setup, documentation, and coordination with vendors.
• Coordinate G-Suite structure and organization:
• Create and deactivate email accounts
• Ensure correct logos in signatures
• Maintain internal document organization
• Manage a master library of keys and platforms, including intake from HR upon employee offboarding and onboarding.
• Collaborate with owner to discuss and guide company decisions, as needed. 
• Delegate and oversee tasks to the Brand & Marketing Coordinator, including meeting prep, calendar maintenance, follow-ups, and document organization; provide guidance and mentorship to support their professional development

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands; reach with hands and arms and talk or hear. The employee is frequently required to stoop, kneel, crouch, or crawl and taste or smell. The employee is occasionally required to sit and climb or balance. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception and ability to adjust focus.

Other:

• This is an on-site role.
• 5 days a week
• Must have reliable transportation

What We Are Looking For

• 3+ years experience 
• Ability to deliver high-quality work under tight deadlines.
• An easygoing, approachable, and calm personality who doesn’t take themselves too seriously.
• Excellent verbal and written communication skills.
• Great instincts in anticipating the needs of the executives are often supported without much guidance.
• A resourceful self-starter who can multitask in a fast-paced environment.
• Confidence in managing both professional and personal responsibilities.
• Passion for the company’s mission and a team player willing to jump in wherever needed

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