Office Assistant

Job Description

Job Description

Position Overview

We are seeking a highly organized, polished, and proactive Office Assistant to support a fast-paced executive with both professional and personal responsibilities. This role requires exceptional communication skills, discretion, adaptability, and the ability to anticipate needs before they arise.

The ideal candidate thrives in high-pressure environments, enjoys creating order out of chaos, and can seamlessly manage schedules, travel, events, and day-to-day logistics with professionalism and precision. Think air-traffic controller meets luxury concierge with a spreadsheet addiction. 

Key Responsibilities

Executive Support

• Manage complex calendars, scheduling, and appointment coordination
• Coordinate meetings, calls, and travel arrangements
• Handle inbox management and communication follow-up
• Prepare itineraries, schedules, and executive support materials
• Assist with personal and professional correspondence

Travel & Logistics

• Book and manage domestic and international travel
• Coordinate airport greeters, transportation, hotel accommodations, and reservations
• Create detailed travel itineraries and contingency plans
• Ensure all travel-related needs are confirmed and communicated clearly

Personal Assistance

• Coordinate personal appointments and household/vendor scheduling
• Assist with gifting, reservations, errands, and special requests
• Support event planning and hospitality coordination
• Manage confidential information with the highest level of discretion

Operations & Organization

• Track expenses and assist with basic reporting/reconciliation
• Maintain organized digital files, contacts, and records
• Liaise with vendors, clients, hospitality teams, and internal staff
• Handle last-minute changes calmly and efficiently

Qualifications

• Previous experience as an Executive Assistant, Personal Assistant, Executive Concierge, or in a similar administrative support role, along with strong experience in a luxury hospitality environment such as a country club, private club, luxury hotel, resort, concierge desk, or hotel front desk, is required.
  
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Ability to maintain confidentiality and professionalism at all times
• Proficiency with Google Workspace, Microsoft Office, and scheduling platforms
• Comfortable working flexible hours when needed, a few remote hours a weekend. 
• Hospitality or luxury service experience is a plus

Ideal Candidate Traits

• Detail-oriented and solution-driven
• Calm under pressure
• Resourceful and proactive
• Highly polished and professional
• Strong sense of urgency and follow-through
• Able to anticipate needs without constant direction

Compensation & Benefits

• 50-60k Annually 
• Paid time off and holidays 
• Health, dental, and vision benefits available after 60 days
  
• Opportunity to work in a dynamic, fast-moving environment with high-level exposure