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.