Executive Administrative Assistant

Full-Time

Executive Administrative Assistant

The Executive Assistant to the General Manager (GM) provides high‑level administrative, operational, and guest‑service support at Handlery Union Square Hotel, a family‑owned independent hotel in San Francisco. This position serves as a trusted partner to the General Manager, helping coordinate daily operations, manage communications, handle confidential information. The ideal candidate is professional, detail‑oriented, warm, and committed to delivering exceptional hospitality.

Key Responsibilities

Executive & Administrative Support

• Provide comprehensive administrative support to the General Manager, including scheduling, calendar management, meeting coordination, and written correspondence.
• Draft, edit, and distribute reports, memos, presentations, and internal communications on behalf of the GM.
• Coordinate cross‑departmental communication and follow‑up to ensure timely completion of initiatives.
• Maintain confidential files, records, and documents with discretion and professionalism.

Guest Relations & Service Support

• Manage and respond to guest surveys, including monitoring feedback, drafting responses, escalating issues when necessary, and tracking trends to support service improvements.
• Support guest travel-related email inquiries, ensuring timely, accurate, and service‑oriented communication that aligns with the hotel’s standards.
• Process and manage gift certificate requests, including creation, payment coordination, fulfillment, and recordkeeping.
• Assist with VIP guest arrangements, special requests, and personalized service touches.

Operational Support

• Support the General Manager with preparation for daily operations meetings, leadership check‑ins, and guest arrival reviews.
• Liaise with department heads to gather information, coordinate projects, and ensure alignment with organizational goals.
• Prepare and maintain operational documentation, SOPs, and property communication tools.

Financial & Administrative Coordination

• Assist with invoice processing, expense tracking, and budget documentation as directed by the GM.
• Maintain logs, spreadsheets, and reports related to guest services, operations, and administrative activity.
• Support procurement and vendor communication when administrative assistance is needed.

AI Awareness & Property Security

• Must demonstrate strong awareness of modern, AI‑enabled scams (including voice cloning and highly convincing phishing) and apply sound judgment when requests feel unusual or urgent.

• Must safeguard sensitive information and confidential hotel records, including guest data, internal contacts, access details, and operational procedures.
• Must maintain discretion online and on personal devices; understands that internal matters, guest situations, and property operations are not to be posted or shared publicly.
• Must be comfortable following established verification and escalation standards for requests involving money, guest privacy, system access, or vendor/payment changes.

• Assist with tracking business priorities, deadlines, flight reservations and action items for the GM and leadership team.

Qualifications

Education & Experience

• Associate or bachelor’s degree in hospitality, Business Administration, Communications, or related field preferred but not required.
• 3+ years of administrative executive support required & hotel operations experience / hospitality experience strongly preferred.
• Experience with guest service or guest relations responsibilities is highly desirable.

Skills & Competencies

• Excellent English written and verbal communication skills.
• Strong organizational ability with both soft and hard documents, contracts, forms, etc. Along with impeccable attention to detail.
• Must be proficient in Microsoft Office (word, excel, powerpoint, copilot etc.) or Microsoft 365; experience with hotel PMS systems is a plus.
• Ability to maintain confidentiality, professionalism, and sound judgment.
• Strong interpersonal skills and a warm, guest‑focused demeanor.
• Ability to multitask and manage competing priorities in a fast‑paced environment.

Attributes for Success

• Warm, genuine, and service‑minded.
• A proactive self‑starter who anticipates needs before they arise.
• Discreet, trustworthy, and comfortable handling sensitive information.
• Able to balance administrative precision with hospitality grace.
• Team‑oriented and capable of building strong relationships across the property.

Working Conditions

• Full‑time, exempt position based onsite at the hotel.
• Must be available during regular business hours and occasionally during peak periods, events, or special needs.
• Professional appearance and adherence to hotel grooming standards required.

• Handlery Hotel's is an equal opportunity employer and is committed to a drug-free work environment.