Executive Administrative Assistant

About the role

The Executive Administrative Assistant provides direct administrative support to the General Manager, supports the Strategic Leadership Team, and helps maintain a polished and consistent hotel operation.

Responsibilities

• Provide calendar management, scheduling, meeting coordination, travel arrangements, and daily workflow organization
• Serve as a professional and welcoming point of contact for internal and external partners
• Support the Strategic Leadership Team with administrative tasks, scheduling, document preparation, communication, and coordination
• Prepare agendas, meeting materials, presentations, reports, and follow-up action items for executive and leadership meetings
• Track projects, deadlines, operational initiatives, and leadership follow-ups to support accountability and execution
• Maintain organized digital and physical filing systems, records, and confidential documentation
• Support culture-building efforts, associate communication, People & Culture initiatives, hotel events, and leadership touchpoints
• Assist with onboarding logistics for leaders and new team members, including scheduling, communication, and coordination with People & Culture
• Coordinate VIP arrivals, leadership gifting, special events, and executive hospitality touches as directed
• Manage inventory and ordering of office supplies, branded materials, and executive hospitality items
• Aid in the preparation and organization of operational reports, invoices, presentations, communications, and other administrative materials
• Anticipate needs, identify opportunities for improved organization and efficiency, and proactively support hotel operations
• Make sound day-to-day decisions, follow through on commitments, and seek guidance when appropriate

Qualifications

• 1 to 3+ years of administrative, executive support, hospitality, operations, guest service, or related experience
• Hospitality, hotel, luxury service, or guest-facing experience preferred
• Exceptional organizational skills with strong attention to detail and follow-through
• Strong written and verbal communication skills with a polished, professional, and approachable presence
• Able to interact comfortably and professionally with guests, owners, vendors, leaders, and associates at all levels
• A warm, genuine, service-minded style with the ability to build positive relationships across departments
• Able to multitask, prioritize effectively, and adapt quickly in a fast-paced, evolving environment
• Proficient with Microsoft Office Suite, Google Workspace, Canva, and general administrative technology platforms
• Able to handle confidential information with discretion and professionalism
• Self-motivated, resourceful, and proactive, with the ability to anticipate needs before they arise
• Comfortable making decisions, learning quickly, and adjusting when priorities shift
• Collaborative and solutions-oriented, with a willingness to support hotel operations, culture, events, People & Culture, Sales, and other departments as needed