Executive Operations Assistant (Part-Time)

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TYPE OF WORK

Part Time

SALARY

$400 / month

HOURS PER WEEK

20

DATE UPDATED

Jul 9, 2026

JOB OVERVIEW

# Executive Operations Assistant (Part-Time)

### Locale Little Silver

**Position:** Executive Operations Assistant (Virtual)
**Reports To:** Giuseppe Ottaiano, Owner
**Location:** Remote
**Hours:** Tuesday–Friday | 10:00 AM–3:00 PM EST (20 hours/week)

---

# About Locale

Locale Little Silver is more than a neighborhood pizzeria. We are an upscale Italian market, restaurant, catering company, private event venue, and mobile pizza trailer business built around exceptional hospitality and authentic Italian food.

As we continue to grow, we're looking for someone who can become the operational right hand to our owner, Giuseppe Ottaiano.

This is **not** a traditional virtual assistant position.

We're looking for someone who can think proactively, solve problems before they arise, and become the organizational backbone of our business.

If you love organization, hospitality, customer service, and helping businesses run efficiently, we'd love to meet you.

---

# Position Overview

The Executive Operations Assistant serves as Giuseppe's right hand.

Your mission is simple:

**Protect the owner's time.**

You will own the administrative side of the business so Giuseppe can focus on growing Locale, serving customers, building relationships, and leading the team.

You'll manage calendars, emails, catering inquiries, vendor communications, reservations, documentation, and daily operations while ensuring nothing falls through the cracks.

We're looking for someone who doesn't wait to be told what to do—they anticipate needs, communicate clearly, and keep projects moving.

---

# Primary Responsibilities

## Executive Calendar Management

* Manage Giuseppe's calendar
* Schedule vendor meetings and product tastings
* Coordinate appointments
* Schedule internal meetings
* Book reservations
* Schedule private events
* Schedule pizza trailer events
* Coordinate catering consultations
* Prevent scheduling conflicts
* Ensure Giuseppe is prepared for meetings

---

## Email Management

Own and maintain Giuseppe's Gmail inbox.

Responsibilities include:

* Responding to customer inquiries
* Responding to vendors
* Responding to catering requests
* Responding to reservation inquiries
* Responding to pizza trailer requests
* Following up on outstanding emails
* Flagging high-priority items
* Organizing folders and labels
* Archiving completed conversations
* Creating email templates
* Keeping Inbox Zero whenever possible

---

## Catering & Private Events

Manage inbound event requests from start to finish.

Responsibilities include:

* Responding to catering inquiries
* Scheduling consultations
* Collecting event information
* Coordinating deposits
* Tracking event status
* Following up on leads
* Updating calendars
* Coordinating with Ryan and Michelle

---

## Pizza Trailer Operations

Coordinate mobile pizza trailer events.

Responsibilities include:

* Scheduling trailer events
* Managing inquiries
* Following up with customers
* Collecting required event information
* Organizing event paperwork
* Coordinating logistics with management

---

## Vendor Management

* Schedule meetings with food vendors
* Coordinate product tastings
* Maintain vendor contact lists
* Organize pricing sheets
* Track vendor communications
* Follow up on pending requests

---

## Administrative Operations

Maintain organization across the business.

Including:

* Organizing Google Drive
* Organizing invoices
* Maintaining digital filing systems
* Tracking outstanding action items
* Updating spreadsheets
* Managing business documents
* Creating and maintaining SOPs (Standard Operating Procedures)

---

## Restaurant Platform Management

Monitor and assist with:

* Google Workspace
* Gmail
* Google Calendar
* Google Drive
* DoorDash Merchant
* Uber Eats Merchant
* Grubhub Merchant
* Slice
* Union POS
* ezCater

Responsibilities include:

* Monitoring account notifications
* Managing support tickets
* Updating menus and photos
* Escalating issues
* Following up until issues are resolved

---

## Team Collaboration

Work closely with:

* Giuseppe Ottaiano (Owner)
* Ryan Thibault (Manager)
* Michelle (Host)

Ensure communication remains organized between ownership, management, and customers.

---

# Daily 10 AM Operations Meeting

Every workday begins with a 10:00 A ---------- eting.

You are expected to come prepared with:

* Calendar review
* Outstanding action items
* Questions requiring owner decisions
* Priority emails
* Catering updates
* Pizza trailer updates
* Vendor meetings
* Reservation issues
* Customer concerns
* Follow-up items
* Daily priorities

You should leave every meeting with clear priorities and execute them independently.

---

# Technology & Software

You should be comfortable learning and working inside:

* Gmail
* Google Calendar
* Google Drive
* Google Docs
* Google Sheets
* DoorDash Merchant
* Uber Eats Merchant
* Grubhub Merchant
* Slice
* Union POS
* ezCater
* QuickBooks (basic navigation)
* Canva (preferred)
* ChatGPT
* Claude AI
* Zoom / Google Meet

---

# Ideal Candidate

We are looking for someone who is:

* Extremely organized
* Detail-oriented
* Self-motivated
* Professional
* Reliable
* Resourceful
* Comfortable making decisions
* Excellent at written communication
* Comfortable speaking with customers and vendors
* Tech-savvy and eager to learn new software
* Able to prioritize multiple tasks
* Calm under pressure
* Passionate about hospitality and customer service

Most importantly, you should be someone who **takes ownership**. We don't want someone who simply waits for instructions—we want someone who identifies problems, proposes solutions, and helps the business run more efficiently every day.

---

# Preferred Qualifications

* 2+ years as an Executive Assistant, Operations Assistant, or Administrative Assistant
* Experience supporting business owners or executives
* Restaurant, hospitality, or catering experience is a plus
* Experience with Google Workspace
* Experience managing calendars and email
* Experience creating SOPs and documenting processes
* Familiarity with AI tools like ChatGPT or Claude

---

# Key Performance Indicators (KPIs)

Success in this role will be measured by:

* Inbox maintained near Inbox Zero
* All emails responded to within agreed service levels
* No missed meetings or scheduling conflicts
* Timely follow-up on catering and pizza trailer leads
* Accurate calendar management
* Organized Google Drive and digital files
* Outstanding tasks tracked and completed
* SOPs documented for recurring processes
* High customer satisfaction and responsiveness
* Owner spends less time on administrative work each week

---

# What Success Looks Like

After 90 days, Giuseppe should rarely have to think about scheduling, email organization, catering inquiries, vendor follow-ups, or administrative tasks. The business should run more smoothly because the Executive Operations Assistant has built systems, created organization, and taken ownership of the daily administrative operations.

**Our goal is simple:** give Giuseppe the freedom to focus on growing Locale while knowing the day-to-day operations are organized, efficient, and under control.

SKILL REQUIREMENT
Food Service Scheduling Executive Assistance
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