Virtual Executive Assistant (Restaurant Operations & Growth Support)

We are seeking a highly organized, proactive Virtual Executive Assistant to support the owner and leadership team of a growing restaurant group in the Kansas City metro area. This role plays a key part in maintaining day-to-day restaurant operations while also supporting the growth of a developing mentorship practice through organized systems, communication support, and consistent execution.

The ideal candidate is detail-oriented, dependable, and solutions-driven—comfortable managing structured operational responsibilities while also supporting creative, client-facing initiatives. This position is well-suited for someone who enjoys building systems, improving workflows, and helping leadership stay focused on strategic priorities.

Responsibilities

1. Restaurant Operations Support (Primary Focus)

Administrative & Financial Support

- Assist with bookkeeping tasks, including expense categorization and reconciliation support

- Track invoices, vendor payments, and recurring operational expenses

- Maintain organized digital financial records and documentation

- Prepare weekly and monthly operational and financial summaries

- Support employee scheduling coordination and administrative updates

Standard Operating Procedures (SOPs)

- Document, format, and organize SOPs across all restaurant roles

- Convert voice notes and rough drafts into clear, structured manuals

- Maintain version control and update SOPs as systems evolve

- Develop onboarding checklists for new hires

Operations Maintenance

- Manage task calendars (licensing renewals, inspections, payroll deadlines, etc.)

- Organize vendor contacts, contracts, and service schedules

- Support consistency across locations as expansion progresses

- Prepare reports and summaries for weekly leadership meetings

- Compile weekly performance reports (sales, table turn time, tip percentage)

2. Online Presence & Client Attraction (Growth Focus)

Content & Platform Support

- Format, schedule, and publish Substack content

- Repurpose long-form content into:

- Email snippets

- Short-form social posts

- Website or landing page copy

- Maintain a simple content calendar aligned with business priorities

Audience Growth & Engagement

- Track subscriber growth and engagement metrics

- Organize and respond to audience messages as directed

- Assist with lead magnets, opt-ins, and simple funnel execution

- Coordinate testimonials and client feedback

Client Operations

- Manage mentorship/coaching inquiries

- Schedule discovery calls and sessions

- Maintain a simple CRM or client tracking system

- Support onboarding emails and follow-up workflows

3. Executive Support & Integration

- Manage inbox organization and prioritize communications

- Maintain task lists, reminders, and weekly planning workflows

- Build systems that integrate restaurant and mentorship operations

- Support leadership with process refinement and workflow improvements

- Anticipate needs and proactively recommend solutions

Qualifications

- Proven experience as an Executive Assistant, Operations Assistant, or similar role

- Strong organizational and project coordination skills

- Experience supporting operations in hospitality, retail, or multi-location environments (preferred)

- Familiarity with bookkeeping support tasks and financial tracking

- Experience with content scheduling tools, CRMs, and project management platforms

- Excellent written and verbal communication skills

- High attention to detail with strong follow-through

Work Style & Personality Fit

- Self-directed, reliable, and trustworthy

- Calm, emotionally intelligent, and professional

- Able to balance structured execution with adaptability

- Comfortable working in evolving systems and growth-stage environments

- Maintains strict confidentiality and discretion

Success in This Role Looks Like

- Leadership stays focused on strategic priorities while daily operations run smoothly

- Systems, SOPs, and reporting processes are organized and consistent

- Communication across locations and stakeholders improves

- Growth initiatives (content, audience engagement, mentorship operations) run reliably