5+ years of experience
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Employment Type:
Full time
Job Category:
Executive Assistant
(This job is no longer available)
Potbelly Sandwich Shop | Chicago, IL
Grad Date

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Job Description

General Description

* The Executive Assistant will handle a wide range of administrative and executive support for Potbelly Executives. Demonstrating professionalism, solid judgment, discretion, and effective written and verbal communications, this person must be proactive in anticipating and prioritizing the business needs. He or she will be ultimately responsible for an efficiently run executive office through time management, productivity and initiative.


Providing administrative and executive support. In particular:

* Screening phone calls, emails and mail and responding to/directing business inquiries to appropriate individuals.
* Developing, reviewing and editing regular and confidential correspondence, presentations, and reports.
* Managing and maintaining calendar schedule. Monitor, update, and prioritize utilizing good judgment and strong decision-making skills.
* Coordinating travel arrangements and provide itineraries.
* Preparing and processing expense reports.
* Assisting with meeting activities, including meeting agendas, mailings, and presentations.
* Coordinating special projects and requests as necessary.
* Demonstrating confidentiality when handling sensitive information and matters.
* Providing feedback and input as needed.
* Telephone coverage, creating and revising documents and presentations, event planning, assistance with performance management and compensation processes, file maintenance.
* Other tasks as assigned.


* Proficiency in Microsoft Office products- Outlook, Word, Excel, PowerPoint.
* Excellent verbal, written and interpersonal skills.
* Strong organizational, analytical and problem-solving skills.

Essential Physical Functions

* Must have the ability/stamina to work a minimum of 45 to 55 hours a week.
* Will frequently reach, feel, bend, stoop, carry, finely manipulate and key in data.
* Must be able to engage in problem-solving skills to help identify and solve potential issues in the field.
* Must be able to communicate heavily through telephone, e-mail and in-person communications.

Experience, Education and Behaviors

* Must represent The Potbelly Advantage and Our Values.
* College degree or equivalent experience
* 6-8 years of previous experience in dealing with confidential information and with senior management
* Computer and typing skills. Type 70+ wpm. We have Microsoft Office products.
* Communication skills. Must have extremely strong written communication skills and as strong oral communication skills.
* Professional presentation, communication and attitude.
* Sense of urgency. Must be able to work within deadlines and execute in a fast-paced environment. Must be able to manage multiple, high-profile projects at the same time and be flexible to work extended hours as necessary.

About Potbelly Sandwich Shop

At Potbelly Sandwich Shop we take pride in our awesome products, people and place. We serve only the highest quality products from the freshest ingredients, and our warm, homey environment is adorned with eclectic antiques and hand-painted signs. Our live music adds a fun feeling and neighborhood vibe to all of our stores - each is a unique place our customers love to visit. We also attract smart, talented and kind people who share in and demonstrate our Potbelly values. Values such as trust, respect and integrity are important to us, and make Potbelly a place our employees love to work. We empower our employees to do what is right, encourage them to perform at their personal best, and help them to work together as a team to make sure we deliver a positive experience to everyone who works here. In the end, we are a fun, friendly, and hardworking group of people who take care of our customers, while at the same time, take care of each other. And let's talk about opportunities. Over the past 5 years, we have grown to over 240 shops in 15 states. This kind of growth creates amazing opportunities for our employees. To help our people take advantage of these opportunities, we are committed to training and leadership development. This includes training, mentorship, and performance support to help employees succeed today, while developing the skills, management capabilities and leadership characteristics they will need to advance in the future. Our Management Training Program provides new managers with six weeks of training to prepare them for success, and is followed by on-going in-store coaching with their General Manager. In short, we grow when our employees grow - which means a world of opportunity. To find your opportunity with Potbelly, please click here.