Executive Assistant

Job Description

Job Description

OVERVIEW:

As an Executive Assistant  at The Westin Nashville, you’ll play a key role in supporting executive leadership and helping ensure the hotel operates with excellence, organization, and efficiency. This position is ideal for a resourceful and proactive professional who thrives in a fast-paced hospitality environment, communicates with confidence, and anticipates needs before they arise. With exceptional discretion, professionalism, and attention to detail, you’ll manage complex schedules, prioritize competing demands, handle sensitive information with care, and build strong relationships across the hotel. Your ability to stay composed, solve problems, and create seamless experiences will make you an essential partner to our leadership team.

THE POSSIBILITIES :

Have you ever had a job where you left better than you started? That’s life at The Westin Nashville where more than half of associates move into second, third, or more roles with us. Where most companies measure performance, we also measure and reward potential. Career Development is not just a buzz word, it’s our way of doing business. And career development doesn’t stop at the door. Millions have found a lifetime of opportunity and growth in the hospitality industry. Who knows, before you know it you are managing your own hotel/restaurant or owning it. Whether you stay with us, or grow beyond us, your leader will be right there with you, cheering you on.

Now, we also know you are more than just the sum of what you do at work. That’s why when it comes to benefits and perks, we think about the whole person, the total you, and offer benefits which are flexible and able to meet your individual needs.

Some reasons people really like working here: 

• Parking: Full-Time associates – FREE
• Associate Meals – FREE
• Our Associates get Travel Discounts on hotels at nearly 8,000 Marriott properties worldwide including rooms and meals
• Discounts on Rental Cars, other popular hotels, and hotel alternatives
• Discounts on tickets to concerts, Theme Parks, and other attractions
• Discounts on Car and Computer Purchases
• But you don’t need to go anywhere to have a great time. We host Associate Recognition events, celebrations, and parties year-round.

ESSENTIAL FUNCTIONS:

• Manage and maintain complex executive calendars, including scheduling meetings and appointments, coordinating across time zones, proactively resolving conflicts, and ensuring the executive is prepared for all engagements.
• Serve as a primary point of contact for internal and external stakeholders, managing calls and correspondence and communicating professionally on behalf of the executive.
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, detailed itineraries, and related expense reporting.
• Prepare agendas, presentations, correspondence, reports, and other meeting materials; attend meetings, record minutes, track action items, and follow up on deliverables.
• Organize and maintain confidential files, records, databases, and other information, ensuring accuracy, accessibility, and appropriate discretion.
• Provide administrative and project support, including conducting research, gathering and compiling information, preparing reports, coordinating special projects, and tracking timelines and deliverables.
• Support the efficient operation of the executive’s office by coordinating supplies, equipment, invoices, expenses, and related administrative needs, and liaising with building management, IT, and other partners as needed.
• Prioritize requests and manage access to the executive, exercising sound judgment when handling inquiries, resolving issues, and directing matters to the appropriate individuals.
• Assist with the planning and coordination of company events, meetings, and other executive or organizational activities.
• Provide personal administrative support to the executive as appropriate and in accordance with company policies and procedures.
• Handle sensitive and confidential information with the highest level of discretion, integrity, and professionalism.
• Anticipate the needs of the executive, identify potential issues, and take initiative to develop and implement effective solutions.
• Manage multiple priorities and deadlines in a fast-paced environment while maintaining exceptional organization, accuracy, attention to detail, and composure.
• Build and maintain positive working relationships with colleagues, leaders, guests, and external partners through strong interpersonal and communication skills.
• Utilize Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, as well as other technology and systems necessary to perform the role.
• Adapt to changing priorities and unexpected situations while maintaining a professional demeanor and representing the executive, hotel, and company positively.
• Perform other duties as assigned to support the executive and the overall efficiency of the office.

OTHER:

Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position. Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled mandatory training sessions and meetings is required.

Upon employment, all employees are required to fully comply with policies and procedures for the safe and effective operation of the hotel’s facilities.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required.

FSLA: Non-Exempt

Reports To:  General Manager