Executive Assistant

Executive Assistant

As the Executive Assistant, you will play a key role in supporting the company's legal, regulatory, and executive functions. You'll manage corporate entities, licenses, permits, compliance deadlines, and acquisition-related activities while providing high-level administrative support to the President and senior leadership. This role is ideal for a highly organized, discreet, technology-forward professional who can manage competing priorities, build strong relationships across the organization, and use technology and AI to streamline processes and support a growing company.

• You will manage the lifecycle of corporate legal entities, including formations, registrations, annual renewals, filings, maintenance, and dissolutions across multiple states and jurisdictions.
• You will oversee liquor licenses, business licenses, food service licenses, hotel licenses, permits, and other regulatory requirements across the company's properties and locations.
• You will maintain compliance calendars, licensing records, corporate documentation, and audit-ready files while proactively tracking deadlines and renewals.
• You will coordinate with outside legal counsel, registered agents, government agencies, Accounting, Operations, Human Resources, Business Development, and property leadership to ensure compliance requirements are completed accurately and on time.
• You will support new acquisitions, management takeovers, property openings, and transitions by coordinating entity formations, EINs, state registrations, licenses, permits, and required documentation.
• You will assist with due diligence, M&A activities, financing, audits, and other legal and corporate projects as needed.
• You will maintain corporate governance records, including organizational documents, resolutions, minute books, cap tables, and organizational charts.
• You will manage the transfer, renewal, and closure of licenses associated with property openings, ownership changes, property sales, and entity dissolutions.
• You will support brand and investor administration, including employee s, annual investor tax document distribution, and maintaining accurate property and business unit records.
• You will serve as a company notary public for corporate and legal documents.
• You will use technology, automation, and AI tools to improve compliance tracking, document management, renewal processes, and recurring administrative workflows.
• You will manage complex calendars, travel arrangements, meetings, correspondence, expenses, and other administrative responsibilities for the President and senior leadership team.
• You will coordinate executive meetings, offsites, and board meetings, including logistics, materials, follow-up items, and communication.
• You will serve as a trusted liaison between the President’s office, internal departments, external partners, board members, and other key stakeholders.
• You will handle confidential legal, financial, executive, and personal information with a high level of discretion and professionalism.
• You will continuously identify opportunities to improve processes, automate recurring work, and create scalable systems as the organization continues to grow.

• Paralegal certificate, degree, or equivalent professional experience in corporate or legal compliance.
• Three (3) or more years of experience managing corporate compliance, licensing, regulatory filings, or related legal administration.
• Hospitality, restaurant, alcohol beverage, multi-state real estate, or franchise industry experience, highly preferred.
• Experience managing multi-state business licenses and/or liquor licenses.
• Experience supporting C-suite executives in a fast-paced environment.
• Familiarity with state Secretary of State filing systems and Alcohol Beverage Control (ABC) processes.
• Proficiency with Microsoft Office and document management platforms such as SharePoint.
• Experience navigating state, county, and municipal filing portals.
• Hands-on experience using AI or automation tools to streamline legal, compliance, administrative, or document-management processes.
• Active notary public commission, or willingness to obtain one shortly after hire.

To be a successful candidate, you will need the following:

• Eligible to work in the United States.
• Exceptional organizational skills with the ability to manage a high volume of recurring deadlines across multiple states, entities, properties, and executives.
• Strong attention to detail with the ability to maintain accurate records and documentation.
• Strong written and verbal communication skills with the ability to communicate effectively with senior leadership, outside counsel, government agencies, and property teams.
• High degree of discretion and professionalism when handling confidential legal, financial, executive, and personal information.
• Strong problem-solving and decision-making skills with the ability to exercise sound judgment and adapt to changing priorities.
• Ability to build collaborative…