Executive Assistant

Benefits:

• Employee discounts

We are seeking an experienced and detail-oriented Executive Assistant (part-time) to support leadership management.  The ideal candidate is proactive and highly organized. This role requires effective communication skills, discretion while assisting in the day-to-day operations, including calendars, travel arrangements, and emails while ensuring that all tasks and projects are executed seamlessly.  

Key Responsibilities: 

1. Calendar and Scheduling 

• Manage and organize meetings and appointments for Leadership Team. 
• Coordinate internal and external meetings, ensuring seamless scheduling and preparation. 

2. Travel Coordination 

• Research, book, and coordinate travel arrangements, including flights, accommodations, ground transportation, and itineraries. 
• Ensure that all travel plans are executed without issue and troubleshooting any travel-related challenges as they arise. 

3. Financial and Invoice Management 

• Work with the finance team to track expenses and provide relevant documentation. 
• Receive and reconcile various invoices to support CFO.
• Maintain accurate records for expense reports and reimbursement submissions. 

4. Administrative and Operational Support 

• Function as a gatekeeper, managing various forms of communication throughout the company.  
• Prepare documents, reports, presentations, and meeting materials as requested. 
• Manage sensitive and confidential information with the utmost discretion. 

5. Project Management and Special Initiatives 

• Assist with special projects and initiatives as directed. 
• Conduct research on assorted topics to support decision-making and strategy development. 
• Take the lead on managing small projects and events, ensuring they are executed successfully and on time. 

6. Office and Team Coordination 

• Liaise with leadership team, team members, and external partners to facilitate smooth communication. 
• Manage office operations, supplies, and coordinate with vendors if required. 
• Provide administrative support to other leadership team, as necessary. 

Attributes: 

• Proactive, with a strong sense of initiative and ability to work independently. 
• Excellent interpersonal skills and professional demeanor. 
• Strong critical thinking skills and adaptability in demanding environments. 
• Ability to pivot quickly and adapt to changing priorities. 
• Emotional Intelligence and Empathy: This helps manage relationships, understand others’ needs, and provides support with a high degree of tact, diplomacy, and empathy. 

Typical Schedule: 

• Part time

Benefits: 

• Opportunity for growth and professional development. 
• Employee discounts.  

Qualifications: 

• Experience supporting senior leadership, ideally in hospitality or in a related industry. 
• 5- 10 years administrative support within a fast-paced environment.
• Ability to pass pre-employment background check and drug screening process. 

Skills: 

• Exceptional organizational and multitasking skills. 
• Strong written and verbal communication abilities. 
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools. 
• Discretion and ability to manage confidential information sensitively.