- $80,000 - $100,000 base salary range + annual bonus potential!
- 100% remote in the United States, however, due to state-specific regulatory requirements, Potbelly does not currently support remote work from the following states: Alaska, California, and Hawaii. To be considered for this position, you must be able to perform the role from a state not listed above at the time of hire and for the duration of employment.
**If hired, you must meet and maintain all eligibility requirements to qualify**
Job Title: Executive Administrator
Department/Function: Executive Support
Location: Support Center
Reports to: CEO
Job Level 1
Job Band - Specialist/Administrator
Full-Time - Exempt
GENERAL DESCRIPTIONThis Executive Administrator (EA) serves as the strategic right hand of the CEO and also supports as needed to the leadership team. This role ensures the executive's time is leveraged for maximum business impact while serving as a liaison between executive leadership and internal/external stakeholders. The EA drives efficiency through expert-level calendar, meeting, travel and board management, anticipating business needs and embodying discretion, professionalism and proactive problem solving.
FOCUSResponsibilities- Complex calendar and time management including monitoring, updating and prioritization utilizing expert judgment and strong decision-making skills. Ensures the CEO and additional executive's schedules are followed and respected.
- Arrange complex and detailed domestic and international travel plans, itineraries, and agendas, and compile documents for travel-related meetings.
- Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, and following up appropriately.
- Serves as strategic 'gatekeeper' for direct access to the CEO and additional executive's time and office
- Screens emails and mail and responds to/directs business inquiries to appropriate individuals for CEO.
- Drafts, reviews and edits regular and confidential correspondence, presentations, announcements and reports.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO and/or additional executives, including those of a sensitive or confidential nature, determines appropriate course of action, referral, or response.
- Communicates directly, and on behalf of the CEO, with Board members, and senior leaders on matters related to the CEO's initiatives.
- Lead key cultural initiatives (Example: Summer of Service Program, Employee Appreciation Day, Holiday Gift program)
- Lead all aspects of board operations: calendar, governance documentation, committee and board meeting logistics and board documentation
- Coordinates special projects and complex meeting requests as necessary including Senior Leadership Meetings, , ,Functional leadership meetings, Director and Officer meetings, Townhall Meetings Responsibilities include agenda creation, minutes, follow-ups, logistics
- Serve as the American Express Administrator for the Brand
- Responsible for Legal Billing Optimization
- Prepares and processes expense reports in a timely manner via Concur.
- Other tasks as assigned.
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 video calls, telephone, e-mail and in-person communications.
EXPERIENCE, EDUCATION AND BEHAVIORS- Must represent The Potbelly Way.
- Bachelor's degree required.
- Demonstrating confidentiality when handling sensitive information and matters.
- 8+ of senior/executive administrative experience preferred.
- Concur and Board Vantage experience preferred
- Advanced proficiency in Microsoft Office applications, particularly Outlook, Teams, PowerPoint and SimpleLegal.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Highly resourceful team player with the ability to work effective independently.
- Strong interpersonal skills with the ability to build trust and credibility with stakeholders, including internal employees, board members, and external partners.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Ability to anticipate needs, actively seek opportunities and proposes solutions, and quickly and effectively make decisions.
- Availability to work extended schedule as needed.
Application Deadline: Applications must be submitted by [6/12/2026] to be considered for this position. The posting may close earlier if a suitable candidate is selected before the deadline.
