Executive Administration and Accounting Assistant

About the role

Provide comprehensive administrative and operational support to the Managing Director’s and Finance office. This role ensures the efficient management of executive priorities, facilitates communication across departments, and supports the successful execution of business initiatives in a fast-paced, service-driven environment. The position requires a high level of discretion, organization, attention to detail, and the ability to manage multiple priorities while exercising independent judgment to resolve routine administrative and operational issues.

Responsibilities

• Manage the Managing Director’s daily calendar, including scheduling meetings, prioritizing appointments, resolving conflicts, and ensuring optimal time management.
• Coordinate internal and external meetings by organizing logistics such as meeting space, virtual platforms, agendas, presentation materials, and refreshments.
• Prepare, edit, and format professional correspondence, reports, presentations, and other business documents with a high degree of accuracy and confidentiality.
• Serve as a primary point of contact for the Managing Director’s office, handling incoming calls, emails, and requests, and redirecting or responding as appropriate.
• Arrange and coordinate domestic and international travel, including transportation, accommodation, and detailed itineraries.
• Attend meetings as assigned to take detailed notes, document action items, and ensure timely follow-up.
• Process and reconcile expense reports in accordance with company policies and timelines.
• Maintain organized and confidential filing systems (electronic and physical) for executive documents.
• Coordinate VIP guest arrangements, including reservations, special requests, and follow-up communications.
• Act as a liaison between the Managing Director and internal departments, ensuring timely communication and follow-through on key initiatives.
• Assist with managing accounts payable and receivable activities, including invoices, payments, and account reconciliations.
• Assist with financial reporting and month-end close processes.
• Assist with expense reimbursement processes and respond to vendor and customer billing inquiries.
• Ensure compliance with accounting procedures and internal controls.
• Provide administrative support to accounting and management teams.

Requirements

• 2–4 years of administrative experience, preferably supporting executive leadership within hospitality, luxury service, or a similar fast-paced environment.
• Experience supporting senior leadership or executive-level roles required.
• Bachelor’s degree preferred.
• Fluency in English required.

Skills

• Strong organizational, multitasking, and time management skills.
• Exceptional interpersonal and communication skills.
• High level of professionalism, discretion, and confidentiality.
• Ability to prioritize in a fast-paced, luxury service environment.
• Detail-oriented with strong follow-through.
• Strong problem-solving and critical-thinking skills.
• Ability to work independently while maintaining strong collaboration across departments.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience with scheduling, expense management, and document management systems preferred.
• Typing proficiency (minimum 50–60 WPM preferred).

Key Attributes

• Brand ambassador who embodies the company culture and values.
• Service-oriented mindset with strong emotional intelligence.
• Highly adaptable and proactive.
• Collaborative team player with a positive attitude.
• Exercises sound judgment and maintains strict confidentiality.
• Anticipates needs and takes initiative to support executive priorities.

Physical Requirements

• Ability to sit or stand for extended periods.
• Ability to lift up to 20 lbs.
• Ability to move throughout various work areas and interact with associates, guests, and business partners.

Pay

The pay range for this position is $30.39 to $33.76 per hour. Decisions regarding individual salaries will be based on experience, type of hotel luxury experience, location, and education.