Executive Assistant- Hotel Operations

Summary/Objective

The Executive Assistant role serves as a trusted partner who protects leadership capacity, and ensures commitments move from discussion to completion. Serving as the Executive Assistant between two General Managers and two distinct hotel operations. This role ensures alignment, consistency, and seamless execution of strategic and operational priorities across both properties. The Executive Assistant anticipates needs, coordinates complex calendars and communications, prepares leaders for meetings and decisions, and maintains exceptional discretion in a fast-paced hospitality environment.

Essential Functions

Executive Partnership and Prioritization

• Act as a trusted extension for both General Manager(s), applying sound judgment to organize priorities, manage competing requests, and protect time for the highest-impact work.

• Maintain an integrated view of commitments across Hotel Emma and Perlen House, proactively identifying scheduling conflicts, decision points, dependencies, and follow-up needs.

• Anticipate information and preparation needs for both General Manager(s) and are equipped for operational reviews, owner and leadership discussions, associate communications, and key property events.

• Track commitments, decisions, action items, owners, and due dates; follow through with stakeholders to support timely execution.

Calendar, Meeting, and Travel Management

• Own complex calendar coordination, including internal and external meetings, property walk-throughs, executive sessions, interviews, events, and recurring operating reviews.

• Prioritize meeting requests based on urgency, business impact, and required decision-making; resolve conflicts proactively and communicate changes clearly.

• Prepare agendas, briefing materials, presentations, attendee information, and pre-reads; capture decisions and distribute concise follow-up when appropriate.

• Coordinate travel, accommodations, itineraries, and related logistics, including changes that may occur outside standard business hours.

Communication and Stakeholder Coordination

• Serve as a professional point of contact for hotel leaders, associates, ownership and corporate partners, vendors, community partners, and external guests.

• Manage incoming correspondence and requests, determine appropriate routing and response, and elevate time-sensitive or high-risk matters promptly.

• Draft, edit, and format emails, memos, reports, presentations, talking points, and other communications with accuracy and consistent executive voice.

• Build productive working relationships across both hotels and facilitate information flow while maintaining appropriate confidentiality.

Operational and Project Support

• Support cross-property initiatives, leadership meetings, pre-opening priorities, special projects, and operational planning by organizing workstreams, milestones, and deliverables.

• Maintain organized electronic and physical records for key documents, approvals, meeting materials, and leadership reference files.

• Assist with expense reports, invoices, purchase documentation, budget tracking, and other administrative processes in accordance with established controls.

• Coordinate recognition activities, leadership engagement, visits, events, and other experiences that require thoughtful planning and polished execution.

Confidentiality and Professional Standards

• Handle sensitive associate, guest, financial, legal, operational, and leadership information with exceptional discretion.

• Exercise independent judgment, professionalism, and diplomacy when representing the General Manager(s) and both hotel properties.

• Maintain composure, accuracy, and service orientation amid shifting priorities, interruptions, and high-visibility situations.

• Perform other duties and special assignments as needed to support the General Manager(s) and evolving business priorities.

Key Performance Indicators (KPIs)

• Calendar and Priority Management: conflicts are anticipated and resolved; leadership time is aligned to business priorities.

• Meeting Readiness and Follow-Through: materials are accurate and timely; decisions, owners, and due dates are documented and advanced.

• Responsiveness and Communication Quality: stakeholders receive clear, professional, and timely communication with appropriate escalation.

• Execution Reliability: assigned projects, travel, events, expenses, and administrative deliverables are completed accurately and on schedule.

• Confidentiality and Judgment: sensitive information is protected and issues are handled with discretion, sound judgment, and appropriate boundaries.

• Stakeholder Experience: the General Manager(s) and key partners experience organized, proactive, and service-minded support across both properties.

Qualifications

• Bachelor's degree in Business Administration, Hospitality, Communications, or a related field preferred; equivalent relevant experience may be considered.

• Minimum of five years of progressive administrative support experience, including direct support to a senior executive or general manager.

• Experience in luxury hospitality, hotel operations, restaurants, events, or another high-touch service environment strongly preferred.

• Demonstrated ability to manage complex calendars, confidential matters, competing priorities, and high-visibility stakeholder interactions.

• Exceptional written and verbal communication skills, with strong business writing, editing, proofreading, and presentation capabilities.

• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and shared-document environments.

• Strong organizational, project coordination, problem-solving, and follow-through skills with acute attention to detail.

• Ability to work independently, exercise judgment, and adapt quickly while maintaining professionalism and composure.

• Flexibility to support occasional early-morning, evening, weekend, or event-related needs based on hotel operations and leadership priorities.

Core Competencies

• Executive presence and discretion

• Enterprise prioritization and judgment

• Anticipation and proactive problem-solving

• Operational excellence and attention to detail

• Relationship management and hospitality mindset

• Clear communication and accountability

• Adaptability, resilience, and composure

Work Environment

This role operates primarily in professional hotel and office environments across Hotel Emma and Perlen House. The position requires regular movement between properties and may involve standing, walking through operational areas, and supporting meetings or events. Occasional local travel and work outside standard business hours may be required based on hotel operations, executive schedules, and special events.