Assistant to the Managing Director

Job Description

Job Description

Position Title

Assistant to the Managing Director

Position Summary

The Executive Assistant to the Managing Director provides high-level administrative, organizational, and operational support to ensure the efficient management of resort operations. This position serves as a key liaison between departments, guests, ownership, vendors, and corporate partners while maintaining confidentiality and professionalism. The Executive Assistant helps coordinate projects, communications, meetings, reporting, and special initiatives that support the Managing Director and overall resort objectives.

Essential Duties and Responsibilities

Executive Support

• Assist in the coordination of the Managing Director's calendar, appointments, and scheduling priorities.
• Coordinate meetings, conference calls, and departmental presentations.
• Prepare agendas, meeting materials, minutes, and follow-up action items.

Administrative Operations

• Draft, edit, and distribute professional correspondence, reports, policies, and presentations.
• Maintain confidential personnel, financial, and operational records.

Resort Coordination

• Serve as a liaison between resort departments to facilitate communication and project completion.
• Assist with coordinating leadership meetings, employee events, and guest-facing initiatives.
• Support departmental managers with administrative requests and special projects.
• Monitor and track operational deadlines and key performance metrics.

Guest and Owner Relations

• Assist in responding to guest inquiries, concerns, and special requests.
• Provide written responses to guest feedback via social media and distribution channels including Marriott Bonvoy requests
• Coordinate VIP arrivals and special events as directed.
• Prepare reports and correspondence for ownership groups and corporate leadership.
• Maintain a professional and service-oriented approach in all interactions.

Qualifications

• Minimum 3 years of administrative support experience, preferably in hospitality, resort, or hotel operations.
• Experience supporting executive-level leadership preferred.
• Strong knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Experience with hospitality systems preferred.

Knowledge, Skills, and Abilities

• Customer service mindset with a commitment to hospitality excellence.
• Exceptional organizational and time-management skills.
• Ability to manage multiple deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Professional discretion and ability to maintain confidentiality.
• Excellent attention to detail and follow-through.
• Strong interpersonal skills with the ability to build relationships across departments.
• Ability to work independently while exercising sound judgment.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to lift up to 25 pounds occasionally.
• Ability to travel throughout the resort property as needed.

Work Environment

This position operates in a resort environment and requires regular interaction with guests, employees, ownership representatives, and vendors. Flexibility in scheduling may be required to support resort operations, special events, and business needs.