Executive Assistant/Office Manager

Executive Assistant

Since 1947, The Colony Palm Beach has been the center of Palm Beach social life hosting-- U.S. Presidents, European Royalty and welcoming travelers from around the world. Be part of a historic, luxury boutique hotel exhibiting polished charm and ambiance only steps away from world-famous shopping and dining on Worth Avenue and the crystal blue waters of the Atlantic Ocean.

The Colony Palm Beach is an Equal Opportunity Employer and a Drug-Free Work Place.

Job Overview

The Executive Assistant serves as a trusted business partner to the Managing Director, providing high-level administrative, operational, and strategic support in a fast-paced luxury hospitality environment. This role requires exceptional organizational skills, discretion, professionalism, and the ability to manage multiple priorities while representing the Managing Director and the luxury brand with the highest standards of excellence.

The Executive Assistant acts as a key liaison between the Managing Director, executive leadership team, hotel General Managers, ownership groups, business partners, and other stakeholders. The ideal candidate is proactive, detail-oriented, highly polished, and capable of anticipating needs while managing confidential information with the utmost integrity.

Essential Job Functions

Executive Support

• Manage and maintain the Managing Director's complex calendar, scheduling meetings, travel arrangements, and executive appointments.
• Prioritize and coordinate competing demands to maximize executive productivity and effectiveness.
• Prepare meeting agendas, presentations, reports, briefing materials, and correspondence.
• Screen and manage incoming communications, ensuring timely responses and appropriate prioritization.
• Monitor follow-ups and action items to ensure timely completion.

Strategic & Administrative Support

• Assist in coordinating strategic initiatives, corporate projects, and business priorities.
• Conduct research, prepare reports, and compile data for executive decision-making.
• Support the preparation of annual business plans, board presentations, and executive reports.
• Track key performance indicators (KPIs) and provide administrative support for business reviews.
• Assist in managing special projects and cross-functional initiatives.

Meeting & Event Coordination

• Organize executive leadership meetings, board meetings, owner meetings, and business reviews.
• Prepare presentations, agendas, minutes, and action-item summaries.
• Coordinate internal and external events involving senior executives, owners, and key stakeholders.
• Ensure seamless logistics for meetings, conferences, and corporate events.

Travel & Logistics Management

• Coordinate complex domestic and international travel arrangements, including itineraries, accommodations, transportation, and visa requirements.
• Manage travel budgets and ensure compliance with company policies.
• Prepare travel briefing documents and meeting schedules.

Communication & Stakeholder Management

• Serve as a key point of contact for executives, property leadership teams, ownership groups, business partners, and external stakeholders.
• Draft and edit professional correspondence, presentations, and executive communications.
• Build collaborative relationships across all levels of the organization.
• Represent the office of the Managing Director with professionalism and diplomacy.

Confidentiality & Executive Office Management

• Handle highly sensitive and confidential information with discretion.
• Maintain executive records, documents, and filing systems.
• Support governance, compliance, and administrative processes.
• Ensure smooth operation of the executive office and related administrative functions.
• Manage monthly expense reports.
• Provides meeting notes and follow-up items;

Qualifications

Education

• Bachelor's degree in Business Administration, Hospitality Management, Communications, or a related field preferred.

Experience

• Minimum 510 years of executive assistant experience supporting senior-level executives.
• Luxury hospitality, hotel, travel, or lifestyle brand experience strongly preferred.
• Experience managing complex calendars, international travel, executive meetings, and confidential communications.
• Proven ability to support senior executives within a fast-paced corporate environment.

Required Competencies

Executive Presence

• Professional demeanor and polished communication style.
• Ability to interact confidently with senior executives, ownership groups, and VIP stakeholders.

Organizational Excellence

• Exceptional attention to detail.
• Strong project management and prioritization skills.
• Ability to manage multiple deadlines simultaneously.

Communication Skills

• Outstanding written and verbal communication abilities.
• Strong presentation and business correspondence skills.

Discretion & Confidentiality

• Demonstrated ability to manage sensitive and confidential information.
• High degree of integrity, professionalism, and sound judgment.

Technology Proficiency

• Advanced proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, Zoom.
• Experience with travel management systems, meeting platforms, and hospitality software preferred.

Problem Solving

• Proactive and resourceful approach to challenges.
• Strong critical thinking and decision-making abilities.

Personal Attributes

The ideal candidate will demonstrate:

• A passion for luxury hospitality and service excellence
• Exceptional professionalism and executive presence
• Strong relationship-building skills
• Flexibility and adaptability in a dynamic environment
• Self-motivation and initiative
• High emotional intelligence and discretion
• Commitment to delivering best-in-class support

Ideal Candidate Profile

A highly organized, polished, and proactive Executive Assistant who thrives in a luxury hospitality environment and excels at supporting senior leadership. This individual is a trusted partner to the Managing Director, capable of anticipating needs, managing complex priorities, and contributing to the success of a world-class luxury hotel brand through exceptional service, discretion, and operational excellence.