Executive Assistant

Job Title: Executive Assistant

Compensation: $41.66 - $51.00 per hour

The base salary or hourly wage range for this role will vary based on multiple factors, including but not limited to prior experience, relevant expertise, current business needs, and market factors. Range is not inclusive of potential bonus or benefits. Your recruiter can share more information about the salary range and other factors during the hiring process.

Location: Hybrid, Din Tai Fung - Restaurant Support Center in Arcadia/Pasadena, California

About Us:

Din Tai Fung is a globally celebrated, family-owned restaurant brand founded in 1972 and internationally renowned for its iconic Xiao Long Bao. With more than 165 locations across 13 countries including 20 in North America. DTF is Michelin-recognized and admired for its uncompromising quality, authentic flavors, and warm, gracious hospitality. Each location delivers an elevated yet inviting cultural dining experience designed to delight guests on any occasion.

Benefits and Perks:

• Competitive Pay & Benefits
• Employer Contribution for individuals and eligible dependents' medical insurance
• Dental, Vision, and Life Insurance
• Health Savings Account (HSA)
• Commuter Spending Accounts
• 401(k) Plan with company match
• Employee Assistance Program
• Discounts through BenefitHub
• Employee Meal Discounts
• Paid Time Off (PTO) to support work-life balance (accrued based on length of service)
• Paid Sick Leave (PSL) to care for your health or loved ones
• Quarterly Wellness Days - extra time off to recharge every season
• Opportunities for growth; we love promoting within
  

About the Role:

The Assistant position collaborates closely with senior leadership, providing essential administrative support across scheduling, travel, expenses, communications, and meeting and event coordination. The role helps ensure daily activities run smoothly and efficiently. This Assistant also partners with the Chief of Staff on special projects, document preparation, and administrative tasks outside of calendaring and travel. The ideal candidate is self-driven, detail-oriented, highly responsible, and skilled at managing their workload and prioritizing tasks in a dynamic, fast-paced environment.

Responsibilities:

• Executive Calendar & Scheduling Management: Manage and prioritize the COO and SVP of Supply Chain’s calendars; proactively manage calendars ahead of time, resolving conflicts with sound prioritization; coordinate complex meetings across multiple calendars and time zones, including interview scheduling and coordination with suppliers and external partners; and ensure leaders are prepared with agendas and materials.
• Travel Coordination: Plan and book domestic and international travel for the COO and designated principals, including flights, lodging, ground transportation, and detailed itineraries; maintain leader travel preferences and standing defaults (e.g., preferred hotels, flight times) to streamline recurring bookings; proactively manage changes and travel disruptions.
• Expense Administration: Submit and reconcile expense reports and approvals for the COO and SVP of Supply Chain; track receipts and ensure compliance with company travel and expense policy.
• Meeting, Event & Offsite Logistics: Support or coordinate the logistics for meetings, offsites, and company events — from Executive Committee meetings and quarterly business reviews to Town Halls and annual conferences — including scheduling, securing venues and reservations, coordinating attendee details, preparing agendas and materials, and capturing and distributing notes or minutes; partner with the Office Administrator on catering and on-site setup to ensure events run smoothly.
• Project & Administrative Support: Prepare correspondence, reports, presentations and meeting decks, and materials, including document formatting, templating, and proofreading; secure signatures and track documents through approval processes; support special projects and initiatives assigned by executives, tracking action items and deadlines and following up through completion — including circling back after events or launches to confirm things are working; support recurring executive programs and administrative processes; and provide administrative support to the Chief of Staff.
• Office Coordination & Escalation: Serve as a point of coordination and escalation for office and facilities matters, partnering with the Office Administrator on day-to-day needs and stepping in for judgment calls, vendor issues, or escalations as needed.

Job Requirements:

• Associate’s degree or equivalent work experience
• Minimum 2-4 years of administrative experience supporting senior leaders or executives
• Proven ability to manage complex calendars, travel, and expenses for multiple leaders
• Strong organizational, multitasking, and time-management skills
• Proactive and resourceful, anticipating needs and following up where needed to ensure tasks are completed
• Excellent written and verbal communication skills
• High attention to detail and accuracy
• Demonstrated record of reliability, discretion, and confidentiality
• Ability to work independently, take initiative, and remain calm under pressure
• Proficiency in Google Workspace and/or MS Office Suite (Word, Excel, PowerPoint)
• Ability to work well with others and build positive working relationships at all levels

Preferred Requirements:

• Bachelor’s degree
• Experience supporting C-suite or executive leadership
• Familiarity with expense platforms (e.g., Ramp) and travel booking tools
• Experience coordinating events, offsites, or conferences
• Ability to anticipate the needs of the executives
• Ability to become familiar with company-specific programs and software

Essential Functions:

• Ability to work at a computer and use standard office technology for extended periods
• Ability to communicate clearly and effectively, verbally and in writing
• Ability to occasionally travel and to provide on-site support for meetings and events
• Ability to occasionally lift and carry event or office materials (up to approximately 20 lbs)

Special Requirements:

• Hybrid, office-based with potential travel required for business meetings or events.
• Occasional overtime, including early-morning or evening availability, may be required to support time-sensitive projects and events across time zones.

NOTE: This job description in no way states or implies that these are the only duties to be performed by the employee occupying the position. Employees will be required to perform any other job-related duties assigned by their supervisor.

Applicants must be 18 years of age or older and able to provide documentation to work in the United States legally.

Equal Opportunity Employer:
Din Tai Fung North America is an Equal Employment Opportunity Employer. We are committed to creating an inclusive environment and welcome all qualified applicants, regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, or any other protected status, in accordance with applicable federal, state/provincial, and local laws.
U.S. Employment Eligibility:
In the United States, Din Tai Fung North America participates in E-Verify to confirm work authorization for all new hires. To learn more, please visit: https://www.e-verify.gov/employees.