Executive Assistant

Temps plein

Job Overview: 

The Executive Assistant primarily supports the EVP of Operations by providing administrative, reporting, and office coordination support within a multi-property hotel management environment. This role assists with operational reporting, brand compliance tracking, leadership meetings, corporate events, and day-to-day office operations to help ensure deadlines are met and priorities stay on track. The Executive Assistant plays an important role in keeping the corporate office organized and supporting operational consistency across properties in alignment with our company objective, “hospitality from our family to yours”.

Job Responsibilities: 

• Prepare, distribute, and track operational reports including guest satisfaction summaries, brand rankings and scorecards, financial performance updates, and balanced scorecard reporting.
• Become the communication liaison and a representative for the EVP, acting as the primary point of contact between executives, hotel staff, clients, and vendors
• Administratively supporting the EVP with complex scheduling, time-blocking calendars, booking travel, maintaining files, and preparing expense reports.
• Assist the EVP in prepping meeting notes, taking meeting minutes, and ensuring follow-up action items are executed
• Monitor and track the status of recurring deadlines, special projects, birthdays and anniversaries on behalf of the executive.
• Coordinate the collection, review, and submission of brand compliance data and sustainability reporting across managed properties, ensuring deadlines are met and documentation is accurate.
• Monitor and send reminders regarding required brand submissions, surveys, compliance items, and operational deadlines.
• Maintain and update distribution lists, shared platforms, reporting tools, and document repositories.
• Track and distribute monthly financial statements and key operational metrics to executive leadership.
• Support corporate performance tracking initiatives, including volunteer hours, leadership meetings, and strategic goal reporting.
• Plan and execute corporate leadership conferences and events, including venue sourcing, contract coordination, food and beverage planning, materials preparation, and on-site logistics management.
• Oversee corporate office operations, including supply procurement, inventory management, mail distribution, vendor coordination, and facilities support.
• Manage office equipment and technology inventory, including laptop tracking.
• Coordinate corporate office vendor services such as maintenance, repairs, installations, and facility improvements.
• Support onboarding of corporate office staff by arranging workspace setup, equipment access, and necessary resources.
• Organize and support company culture initiatives, including employee celebrations, office events, and recognition efforts.
• Handle confidential information with discretion and sound judgement, including financial data, executive communications, and operational strategy.
• Assist with special projects, cross-functional initiatives, and operational process improvements as directed by the EVP of Operations.

Job Qualifications: 

• Bachelor’s degree preferred or equivalent combination of education and relevant experience.
• 3-5 years of experience supporting senior leadership in an administrative, executive assistant, or corporate operations support role.
• Strong proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.
• Demonstrated ability to manage multiple priorities, deadlines, and projects in a fast-paced, multi-location environment.
• Strong organizational skills with high attention to detail and accuracy in reporting and documentation.
• Experience coordinating meetings, corporate events, or leadership conferences.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Anticipating needs before they arise and navigating unexpected changes with a sense of urgency and composure.
• Strong written and verbal communication skills.
• Professional demeanor with the ability to work independently and anticipate leadership needs.

Physical Demands:

• Must be able to lift, push, or pull up to 25 pounds.
• Requires frequent sitting, standing, walking, bending, reaching, and occasional lifting throughout the workday.
• Manual dexterity to operate and use standard office equipment such as phones, computers, printers, and copiers.
• Ability to work in a fast-paced corporate environment with frequent interruptions and shifting priorities.
• Must be able to perform duties with a high level of attention to detail while managing multiple tasks simultaneously.
• May require occasional setup and breakdown of meeting spaces and event materials.