Executive Administrative Assistant

Executive Administrative Assistant

The Wildbirch Hotel | Joie de Vivre by Hyatt | Anchorage, Alaska
Full-Time |

Join Our Team

The Wildbirch Hotel is a boutique Joie de Vivre by Hyatt property in the heart of Anchorage, known for warm hospitality and a team that operates with a focus on the guest experience. We're looking for an organized, dependable Executive Administrative Assistant to keep our hotel running smoothly behind the scenes. Reporting directly to the General Manager, you'll handle a varied mix of executive support, sales paperwork, administration, and day-to-day office and team needs.

What You'll Do:

• Manage calendars, meetings, agendas, and travel
• Prepare correspondence, memos, reports, and presentations
• Screen calls, emails, and visitors and direct inquiries to the right person
• Track action items and follow-ups from leadership meetings
• Maintain filing systems for contracts, vendor agreements, licenses, permits, and operational records
• Assist with vendor coordination, invoice routing, purchase order tracking, and expense reporting
• Support preparation for ownership, brand, and management company reviews and audits
• Prepare proposals, contracts, banquet event orders (BEOs), and group and catering paperwork
• Enter and maintain leads, accounts, and contract details in our sales and property management systems
• Track contract deadlines, deposits, and cutoff dates
• Coordinate group arrivals, room blocks, and event logistics with hotel departments
• Send reminders to the appropriate team members regarding payroll review deadlines
• Schedule new hire orientations and prepare orientation schedules
• Prepare new hire and onboarding materials
• Maintain personnel files, training records, and required postings with strict confidentiality
• Help coordinate employee engagement activities, recognition programs, and team events
• Stock and maintain the team break room
• Order and maintain office supplies and equipment
• Serve as a backup for the Front Desk or other administrative functions as needed

What You Bring

• 2+ years of administrative, executive assistant, or office coordination experience
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office or Google Workspace
• Strong organization and attention to detail, with the ability to prioritize in a fast-paced setting
• Discretion with confidential information
• Ability to lift up to 25 pounds occasionally and move throughout the hotel, including stairs
• Ability to pass a background check

Preferred: Hospitality or sales administration experience, familiarity with property management or sales and catering software, and HR administrative experience.

Schedule

Monday-Friday, 8 am - 5 pm, with occasional flexibility for events and operational needs.

Please Note:

Employment is contingent upon successfully passing a background check.

The Wildbirch Hotel is an equal opportunity employer. We are committed to a diverse and inclusive workplace, and reasonable accommodations are available for qualified individuals with disabilities.

Pay: $24.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Work Location: In person