Executive Assistant, Operations & Admin Support

About Company and Role

About the Company: Globaltize is a creative, fast-growing event and packaged snack company. The business operates high-volume seasonal events, wholesale orders, and custom products, requiring strong organization, precision, and back end operational support. Accuracy is critical due to food labeling, allergen tracking, and event execution.

About the Role: Globaltize is seeking a highly organized, detail-oriented Executive Assistant, Operations & Admin Support to support daily operations, administrative workflows, labeling, event coordination, and back end systems. This role is essential to keeping events, menus, products, and communications running smoothly behind the scenes so leadership can focus on growth and creative direction.

Work Environment / Culture: Fast-paced, detail-driven, and systems-oriented. The role requires independence, strong follow-through, and the ability to stay ahead without needing daily direction. Accuracy, accountability, and proactive communication are critical.

Key Responsibilities

• Labeling & Design Support
  • Create and update product and event labels using Canva
  • Build reusable label templates for packaging and events
  • Create menu labels with accurate ingredient and allergen information
  • Ensure consistency in branding, fonts, sizing, and compliance
• Event & Menu Tracking
  • Track event details from 17Hats into Google Docs
  • Maintain and update buffet menus in Google Sheets
  • Ensure menu items and allergen information are complete and accurate
  • Flag missing information and follow up as needed
• Staff Scheduling & Communication
  • Send staff scheduling emails and calendar invites
  • Maintain organized staff schedules and confirmations
• Client Follow-Up & Gifting
  • Send thank-you emails for booked and completed events
  • Coordinate and track client thank-you gifts post-event
  • Maintain records of communications and gifting
• Bookkeeping & Administrative Support
  • Assist with basic bookkeeping and expense categorization
  • Organize receipts, invoices, and financial documentation
• Marketing, Email & Social Media Oversight
  • Upload and manage contacts in Constant Contact
  • Pull inquiry data from WordPress and import into Constant Contact
  • Maintain clean and organized email lists
  • Verify that scheduled social media posts are published on time
  • Coordinate with external marketing and social media vendors
• Wholesale & Order Management
  • Monitor and manage the Faire wholesale account
  • Upload new marketing assets and product photos
  • Track wholesale orders and fulfillment
• Shipping & Logistics
  • Track shipments via FedEx and UPS
  • Monitor delivery status and flag issues or delays
  • Maintain organized shipping records

Must-Have Qualifications

• 3+ years of experience in administrative, operations, or virtual assistant roles
• Exceptional attention to detail (especially labeling, menus, and allergens)
• Strong organizational and multitasking skills
• Excellent written communication skills
• Proficiency with:
  • Canva
  • Google Workspace (Docs, Sheets, Drive)
  • Email and calendar systems
• Ability to work independently and follow established systems
• Comfortable supporting a fast-paced, seasonal business

Nice-to-Have Qualifications

• Experience with:
  • 17Hats
  • Constant Contact
  • WordPress
  • Faire
  • QuickBooks
  • FedEx / UPS portals
• Experience supporting event-based or food-related businesses
• Familiarity with U.S.-based clients and workflows

Success Looks Like

• Accurate labels, menus, and allergen tracking
• Smooth staff scheduling and communications
• Consistent client follow-ups and gifting
• Clean systems for email, shipping, and wholesale orders
• Leadership freed up to focus on growth and strategy

Key skills/competency

• Administrative Support
• Operations Management
• Detail Orientation
• Canva Design
• Google Workspace
• Event Coordination
• Allergen Tracking
• Client Relations
• Bookkeeping Basics
• Systems Management