Executive Assistant – Development

Executive Assistant – Development
A&R Group | Corporate Office, Gulf Shores, Alabama | Full-Time | On-Site | Monday–Friday, 9:00 AM–5:00 PM

Be at the Center of Where Hotels Begin

Every hotel starts with a piece of land, a stack of contracts, and a team that makes it happen. At A&R Group, that team is our Development division, and we’re looking for an Executive Assistant to be its engine.

A&R Group is a vertically integrated hospitality company based in Gulf Shores, Alabama. We don’t just own hotels. We develop, design, build, and operate them under some of the most recognized names in hospitality: Hilton, Marriott, IHG, Choice, and Wyndham. Our Development Team guides each project from land acquisition all the way to opening day.

In this role you’ll work side by side with the VP of A&R Development at our corporate office. You’ll see deals take shape, contracts get signed, and new hotels go from plans on paper to buildings on the ground. If you love being organized, keeping things moving, and being the person everyone relies on, this is your seat.

Why This Role Is Different

• You’re in the room. This is a fully on-site role at our Gulf Shores corporate office, working directly with leadership instead of from a distance.
• You’ll see the whole picture. Few assistant roles give you a front-row view of commercial real estate, construction, and hospitality all at once.
• Every day is different. You might process invoices in the morning, deliver a check to a contractor at lunch, and prep a meeting agenda by afternoon.
• Your work matters. Paid vendors, organized documents, and closed follow-ups keep multimillion-dollar projects on schedule.

What You’ll Do

Invoice & Accounting Administration
You’ll be the first stop for every Development invoice and make sure nothing slips through the cracks.

• Receive and collect all Development invoices for review and approval
• Track invoices from receipt through approval and payment
• Code invoices and route them to the right accountant for processing
• Keep organized digital copies of all invoices
• Prepare approved checks for mailing, drop them at the Post Office or FedEx, and hand-deliver them to vendors when needed
• Request W-9s and other vendor information
• Help with expense documentation and organize credit card receipts
• Track and maintain company subscriptions

Google Drive & Document Management
You’ll keep the Development team’s files organized and easy to find.

• Organize and file documents in the company’s Google Drive
• Pull historical documents and prepare clear summaries on request
• Request documents from the right parties and follow up until they arrive
• Upload requested information for vendors and partners

Email & Correspondence

• Sort and deliver incoming mail to team members
• Label and organize emails into the correct folders
• Follow up on unanswered emails so nothing stalls

Calendar & Meeting Management

• Schedule, reschedule, and send meeting invitations
• Confirm meetings and send reminders
• Prepare agendas, take notes, and send out meeting summaries
• Keep track of action items and make sure they get done

Task & Project Follow-Through
You’ll be the person who keeps everyone on track.

• Follow up with employees, vendors, consultants, attorneys, and contractors
• Track key deadlines and commitments made in meetings
• Create, update, and close out tasks in Asana
• Research vendors and gather proposals

Office Administration
You’ll help make our corporate office a great place to work.

• Support office projects
• Coordinate lunches, catering, and refreshments
• Help plan company events and meetings and keep the office stocked
• Greet visitors and grant building access
• Other duties as assigned

What We’re Looking For

• 2+ years of experience as an executive assistant, administrative assistant, or similar role
• Valid driver’s license, current auto insurance, and a reliable personal vehicle for regular work errands, including Post Office and FedEx runs and check deliveries to vendors
• Strong organization and attention to detail, especially with invoices and financial documents
• Proficiency with Google Workspace (Gmail, Drive, Calendar, Docs, Sheets)
• Experience with Asana or similar project management software (preferred)
• Basic understanding of accounts payable or invoice coding (preferred)
• Clear, professional written and verbal communication
• Discretion with confidential financial and business information
• A self-starter who follows through without being reminded
• Valid driver’s license and reliable transportation for mail runs and check deliveries
• Ability to work on-site daily at our Gulf Shores corporate office

You’ll Thrive Here If You…

• Get real satisfaction from a cleared inbox and a fully closed task list
• Aren’t shy about following up a second or third time
• Like variety and can switch between tasks easily
• Want to grow with a company that’s building something

What We Offer

• Health coverage: Medical, dental, and vision for you and eligible dependents, starting the 1st of the month after 60 days
• 401(k): Eligible after six months
• Paid time off: Accrues by years of service; available after 90 days
• Paid holidays: Per the company’s published schedule
• Supplemental insurance: Through Principal
• Telehealth: Low-cost access through Recuro
• Employee Assistance Program
• Cell phone allowance: $30 per month
• Expense reimbursement: For approved business expenses
• Relocation assistance: Up to $3,000 in reasonable, documented moving expenses (original receipts required)
• A close-knit, collaborative team at our Gulf Shores corporate office, just minutes from the Gulf
• The chance to watch projects go from raw land to a hotel’s grand opening, and know you helped make it happen

Ready to help build what’s next? Apply today and join the team behind the hotels.

REQUIREMENTS

A&R Group is a vertically integrated turn-key hospitality firm focused on developing and operating high-value hotels through partnerships with globally recognized hotel brands. Equipped with full-service Development, Design, Construction and Hospitality Management teams, A&R is capable of addressing every stage of the process - from initial conception to ongoing maintenance and operations, A&R is the one-stop shop for every hospitality requisite.