Executive Assistant

Position Overview

Provide high-level administrative and analytical support to the General Manager and Executive Committee, enabling efficient decision-making and seamless hotel operations. This role manages confidential information, executive coordination, reporting, meeting governance, and cross-functional follow-through while delivering the discretion, responsiveness, and service standards expected in a luxury hotel environment.

Essential Job Functions

• Support the Director of Sales & Marketing with business analytics and reporting, including the preparation of weekly and monthly pace reports, monthly asset management reports, annual business plans, budgets, forecasts, and other sales performance analyses as required

• Coordinate and manage requests from the Corporate Office and Ownership, including planning and executing property visits, preparing for monthly ownership meetings, arranging itineraries and accommodations, and supporting other administrative and operational needs as required.

• Safeguard confidential and sensitive information with discretion and professionalism. Maintain accurate, organized, secure, and accessible files, correspondence, records, and documentation in Qualtrics, MGS, and other company-approved applications, ensuring timely and appropriate distribution

• Manage Executive Office communications by screening calls, directing inquiries, distributing messages, assisting callers, and coordinating incoming and outgoing correspondence with professionalism and a high standard of service

• Coordinate VIP guest reservations, including room assignments, upgrades, special accommodations, and amenities. Partner with Front Office, Guest Relations, Housekeeping, Food and Beverage, and other departments to fulfill guest preferences accurately and deliver a seamless experience

• Assist with the management of executive calendars, expense reports, travel arrangements, and other administrative functions to support the Executive Committee and ensure the efficient operation of the Executive Office

• Expected to work in other areas of the hotel when needed to assist operations to perform job duties not necessarily contained in this job description

• Maintain a safe work environment for co-workers and a safe hotel for guests

• Gather, analyze, and organize operational and business data to prepare reports, dashboards, and presentations for the Executive Committee and departmental leaders

• Coordinate and support Executive Committee and departmental meetings by scheduling sessions, reserving space, arranging technology and room setup, and preparing agendas, reports, presentations, and supporting materials. Attend meetings as required, document decisions and action items, and distribute follow-up communications to support timely execution

• Administer property gift certificates and complimentary room stays in partnership with the General Manager and Director of Revenue Management, maintaining accurate authorization, issuance, redemption, and reconciliation records in accordance with company policies and procedures

• Other duties and responsibilities as assigned

Qualifications, Job Knowledge, Experience, Skills, Abilities

• 2-4 Year College degree in business related major, preferred
• Previous experience in administrative role and/or hotels, preferred
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals
• Ability to communicate, verbally and in writing, effectively with guests and co-workers; respond to guest requests, with high level of patience, diplomacy and tact
• Strong organizational skills with attention to detail
• Ability to operate computers to include MS Office suite software
• Telephone etiquette skills needed and comfortable with interaction with guests and the public

Physical Requirements

• Must be able to stand, walk, sit
• Must be able to bend, stoop, crouch
• Must use hands to reach, grasp, handle, pull and push
• Must have good near and far vision
• Must be able to hear, talk, smell
• Majority of duties performed indoors. Noise level moderate