Executive Assistant / Manager in Training

Executive Assistant to the Managing Director

Sybaris Clubs

Position Summary

Sybaris Clubs is seeking a highly organized, motivated, and dependable Executive Assistant to the Managing Directorto provide high-level administrative, operational, and organizational support to the Managing Director and Company Owner.

This position requires an individual who is proactive, detail-oriented, resourceful, and capable of managing multiple responsibilities in a fast-paced business environment. The ideal candidate demonstrates exceptional professionalism, sound judgment, discretion, and the ability to work independently with minimal supervision.

This is not a traditional desk-only administrative position. In addition to executive support, the role involves social media management, customer feedback and reputation management, inventory control, warehouse organization, interdepartmental coordination, and special projects.

We are seeking someone who takes ownership of their responsibilities, anticipates needs, follows through on assignments, and contributes to the overall efficiency and success of the organization.

Key ResponsibilitiesExecutive & Administrative Support

• Provide direct administrative and organizational support to the Managing Director and Company Owner.
• Assist with daily business operations, executive priorities, and special projects.
• Manage, organize, and prioritize emails, text messages, phone calls, and business correspondence.
• Coordinate appointments, meetings, calendars, and schedules.
• Prepare professional correspondence, reports, spreadsheets, presentations, and other business documents.
• Maintain accurate, organized, and confidential electronic and physical company records.
• Track assignments, deadlines, and outstanding projects to ensure timely completion.
• Follow up with department managers, vendors, and employees regarding pending matters.
• Assist with filing, scanning, copying, and document management.
• Perform additional administrative and operational duties as assigned by executive leadership.

Social Media & Marketing Management

• Assist with managing the company's social media presence, including Facebook, Instagram, and other platforms.
• Create, design, schedule, and publish engaging social media content under the direction of the Managing Director.
• Develop daily, multiple-times-weekly, seasonal, and promotional content aligned with company marketing objectives.
• Monitor social media comments, messages, follower engagement, and customer interactions.
• Assist with developing and executing marketing campaigns, promotions, and special announcements.
• Ensure all content maintains consistent branding, messaging, and professional standards.
• Track social media performance and prepare engagement reports.
• Identify opportunities to increase brand awareness, audience engagement, and customer interaction.

Customer Feedback & Reputation Management

• Monitor and review customer feedback across Google Reviews, social media, guest surveys, website submissions, and other communication channels.
• Prepare and coordinate professional responses to customer reviews, complaints, and inquiries as directed by executive leadership.
• Identify recurring guest concerns, operational issues, and service deficiencies.
• Promptly escalate urgent guest complaints or matters requiring management intervention.
• Communicate with Property Managers and department leadership to ensure guest concerns are properly addressed.
• Maintain organized records of customer feedback, complaints, and resolutions.
• Prepare periodic reports identifying guest satisfaction trends and opportunities for improvement.
• Assist with initiatives designed to enhance customer satisfaction and protect the company's reputation.

Inventory Control & Warehouse Organization

• Maintain accurate inventory records for products, supplies, merchandise, and other items stored in company warehouses.
• Receive, inspect, unpack, sort, and organize incoming inventory shipments.
• Verify merchandise received against purchase orders, packing slips, and delivery documentation.
• Properly label, categorize, and store inventory in designated warehouse and storage areas.
• Maintain a clean, organized, and efficient inventory storage environment.
• Conduct regular inventory counts and monitor stock levels.
• Identify inventory shortages and notify the Managing Director when replenishment is required.
• Assist with preparing, reviewing, and coordinating inventory orders for multiple Sybaris Clubs locations.
• Track inventory distribution and coordinate with Property Managers and purchasing personnel.
• Assist in developing and improving inventory tracking, warehouse organization, and accountability procedures.
• Must be able to lift, carry, and move boxes and inventory items weighing up to 25 pounds, with or without reasonable accommodation.

Communication & Operational Coordination

• Serve as a liaison between executive leadership, Property Managers, department managers, employees, vendors, and outside business partners.
• Coordinate operational updates, project communications, inventory requirements, and company initiatives.
• Communicate assignments, expectations, and deadlines clearly and professionally.
• Follow up on outstanding requests and ensure assigned tasks are completed in a timely manner.
• Identify potential delays, concerns, or operational issues and promptly communicate them to executive leadership.
• Maintain a high level of responsiveness, professionalism, and accountability in all communications.

Qualifications & RequirementsRequired Qualifications

• Previous experience in an administrative, executive assistant, office management, or similar professional support position.
• Excellent organizational, time-management, and multitasking abilities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Familiarity with social media platforms and business-related content creation.
• Strong attention to detail and accuracy in completing assignments.
• Ability to prioritize multiple responsibilities and meet deadlines.
• Ability to work independently, take initiative, and exercise sound judgment.
• Strong problem-solving skills and willingness to learn new systems and procedures.
• Demonstrated professionalism, dependability, integrity, and discretion.
• Ability to maintain strict confidentiality regarding sensitive company and personnel information.
• Comfortable performing both administrative and hands-on inventory responsibilities.
• Valid driver's license and reliable transportation for required business travel.
• Ability to lift and move inventory items weighing up to 25 pounds, with or without reasonable accommodation.
• Flexibility to accommodate changing business priorities and occasional schedule adjustments.

Preferred Qualifications

• Previous experience directly supporting senior executives, business owners, or upper-level management.
• Experience in hospitality, hotel operations, or a multi-location business.
• Experience with inventory management, purchasing, or warehouse organization.
• Familiarity with Canva, Adobe Express, or similar graphic design platforms.
• Experience managing business social media accounts and customer reviews.
• Strong Microsoft Excel skills, including spreadsheets, inventory tracking, and reporting.
• Experience coordinating multiple projects and tracking deadlines.

Work Schedule & Travel Requirements

• This is an on-site position requiring regular interaction with executive leadership and company operations.
• Must be willing and able to travel to various Sybaris Clubs locations as business needs require.
• Must maintain reliable transportation and a valid driver's license.
• Occasional evening, weekend, and holiday work may be required to support special projects, events, or operational needs.
• Flexibility in scheduling is necessary to accommodate executive priorities and changing business demands.

Physical Requirements

This position combines traditional office responsibilities with hands-on inventory and warehouse activities.

• Ability to lift, carry, and move boxes and merchandise weighing up to 25 pounds, with or without reasonable accommodation.
• Ability to stand, walk, bend, reach, and organize merchandise on shelving and storage areas.
• Ability to perform routine computer-based administrative duties, filing, scanning, and document preparation.
• Ability to move between office, storage, and warehouse areas as required.

Professional Expectations

The successful candidate must consistently demonstrate:

Confidentiality & Discretion: Maintain strict confidentiality regarding company operations, financial information, personnel matters, executive communications, and business strategies.

Accountability & Follow-Through: Take responsibility for assigned tasks and ensure they are completed accurately and on time without repeated reminders.

Initiative & Problem-Solving: Anticipate needs, identify potential issues, recommend solutions, and take appropriate action.

Organization & Attention to Detail: Maintain accurate records, organized workspaces, and effective systems for tracking assignments and projects.

Flexibility & Adaptability: Adjust priorities as needed and remain effective in a fast-paced, changing business environment.

Professionalism & Communication: Represent Sybaris Clubs professionally and maintain positive, respectful working relationships with executive leadership, employees, vendors, and business partners.

Why Join Sybaris Clubs?

Sybaris Clubs is a distinctive hospitality company specializing in private, romantic getaway experiences.

This position offers the opportunity to work directly with executive leadership while gaining hands-on experience in multiple aspects of business operations, including administration, marketing, customer relations, inventory management, and operational coordination.

We are looking for a dedicated, motivated professional who wants to become a trusted member of our executive support team and contribute to the continued growth and success of Sybaris Clubs.

How to Apply

Interested candidates should submit a current resume highlighting relevant administrative, executive support, organizational, social media, and operational experience.

Candidates with experience supporting executives, coordinating multiple projects, managing business communications, or handling inventory are encouraged to apply.

Sybaris Clubs is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants without regard to any legally protected characteristic. Reasonable accommodations are available in accordance with applicable law.

Pay: From $20.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off

Work Location: In person