Retail Executive Assistant at Aladdin Bail Bonds – Carlsbad, California

Job description. Retail Executive Assistant

Position title

Retail Executive Assistant

Department

Retail Operations

Reports to

Executive Vice President, Retail Operations

Location

Carlsbad, CA. Home office

Compensation

$24.00 – $27.00/hr.

Role overview

The Retail Executive Assistant provides high-impact executive and operational support to the EVP of Retail Operations and supports key initiatives across the Regional Management team and the Director of Recruiting. This role manages executive administration, meeting cadence, action tracking, reporting, project coordination, and presentation development. The ideal candidate is highly organized, excels in Excel and PowerPoint, communicates with confidence, and can manage multiple priorities while driving deliverables to completion.

Key responsibilities, including but not limited to:

Executive support and coordination

· Manage calendar scheduling for the EVP, including meeting prioritization, travel planning, and time-block protection for strategic work and office visits

· Prepare meeting agendas, capture notes, document decisions, and distribute action items with owners and due dates

· Run a weekly action-item management cadence for EVP calls and leadership meetings, including follow-up and escalation when deadlines slip

· Coordinate travel arrangements, onsite meeting logistics, and catering/food for meetings and strategy sessions

· Reconcile expense reports, receipts, and related documentation in a timely and compliant manner

Project and strategy execution support

· Maintain a structured project tracker for Retail strategy sessions and key operational initiatives

· Coordinate project status updates, deliverable timelines, stakeholder inputs, and risk flags

· Ensure efficient flow of work across contributors and departments. Document decisions and next steps

· Create repeatable templates and workflows to standardize project updates, meeting recaps, and reporting

Reporting, Excel, and presentation development

· Build and maintain Excel-based trackers, dashboards, and standardized templates for Retail reporting needs

· Consolidate inputs from stakeholders into clear executive-ready summaries and presentation materials

· Create PowerPoint presentations based on stakeholder input, data extracts, and leadership narrative requirements

· Ensure reporting accuracy, consistency, and version control across shared documents

RM visit calendar and effectiveness metrics

· Maintain the Retail Management visit calendar and coordinate logistics tied to office visits

· Track visit outcomes and build basic metrics that reflect impact such as improvements in sales, operations, training, audits, or other agreed KPIs

· Provide leadership summaries that highlight trends, wins, gaps, and recommended focus areas

Licensing and compliance coordination support

· Track licensing status and renewal needs across offices and states

· Coordinate document preparation and handoffs with Carlsbad partners to support licensing efforts

· Maintain clean documentation and proactive reminders to reduce last-minute risk

Cross-functional liaison and vendor management

· Serve as a liaison between Retail and Corporate departments to support execution, escalation, and communication clarity

· Establish and maintain a preferred contractor/vendor list for the Retail network, including contact details, scope, and performance notes

· Support vendor coordination as needed for urgent operational issues

Recruiting support as needed

· Support scheduling for interviews and recruiting-related meetings

· Assist with pre-screening coordination and candidate workflow administration when requested by the Director of Recruiting

· Ensure candidate communications and scheduling remain timely and professional

Recognition and culture support

· Track employee anniversaries and coordinate recognition moments and related logistics

· Support periodic Retail recognition initiatives as requested by leadership

Required qualifications

· 3+ years of executive assistant, operations coordination, or program support experience in a fast-paced environment

· Advanced Excel capability, including building and maintaining trackers, templates, and dashboards

· Strong PowerPoint skills with the ability to create clean, executive-ready presentations from rough inputs

· Demonstrated project tracking experience with strong follow-through and attention to detail

· Strong written and verbal communication skills, with high professionalism and discretion

· Proven ability to manage competing priorities and protect confidentiality

Preferred qualifications

· Experience supporting multi-site or field-based operations

· Familiarity with recruiting coordination, scheduling, and candidate workflow administration

· Comfort working cross-functionally with Finance, HR, Legal, Compliance, IT, and Operations teams

· Experience building simple KPI summaries tied to field activity, audits, or operational improvement

Competencies that define success

· Ownership mindset. Drives tasks to completion without needing repeated reminders

· Strong judgment. Prioritizes correctly and escalates risks early

· Structured execution. Turns meetings into action, action into deliverables

· Data accuracy. Maintains high integrity in reporting and tracking

· Communication clarity. Keeps stakeholders aligned and informed

· Discretion. Handles sensitive information appropriately