Executive Assistant

Executive Assistant

The Executive Assistant serves as a strategic partner to senior leadership, providing high-level administrative, organizational, and operational support. This role is responsible for managing complex calendars, coordinating meetings and travel, preparing reports and presentations, handling confidential information, and ensuring seamless day-to-day executive operations. This position requires a highly organized, proactive individual who can manage competing priorities, anticipate needs, and operate with a high level of discretion in a fast-paced, high-visibility environment.

The Executive Assistant will:

• Manage complex, high-volume calendars for the EVP and SVP, including recurring leadership meetings, cross-functional sessions, and external engagements
• Proactively prioritize scheduling requests, resolve conflicts, and optimize executive time
• Ensure recurring meeting cadences remain current, effective, and aligned with business needs
• Coordinate all aspects of domestic and international travel including flights, accommodations, transportation, and detailed itineraries
• Build comprehensive travel agendas with built-in time management and logistical considerations
• Monitor travel in real time and proactively adjust plans as needed
• Coordinate department meetings, leadership sessions, quarterly business reviews, and executive-level meetings
• Support board and earnings preparation cycles, including scheduling, material coordination, and logistics
• Prepare meeting agendas, ensure materials are ready in advance, and manage day-of execution
• Coordinate department offsites, leadership meetings, and internal events end-to-end (logistics, scheduling, attendee coordination, materials)
• Partner with external vendors or event coordinators for larger events while maintaining internal ownership of execution
• Manage timelines, track deliverables, and ensure seamless event execution
• Draft, edit, and manage professional communications on behalf of executives
• Create and modify presentations, reports, and documents using Microsoft Office tools
• Serve as a liaison across departments and with external stakeholders
• Prepare and submit expense reports in a timely and accurate manner in accordance with company policies
• Track recurring expenses and follow up on approvals or discrepancies
• Coordinate onboarding logistics for new hires, including scheduling, access, and team integration
• Maintain organizational materials such as contact lists, org charts, and team calendars
• Track key deadlines, deliverables, and follow-ups to support team alignment
• Ensure smooth in-office operations including meeting setup, supply management, and coordination with IT and building services
• Manage conference room scheduling and resolve booking conflicts
• Maintain organization of records, documents, and shared resources
• Handle sensitive and confidential information with the highest level of discretion
• Scheduling medical appointments and annual executive physicals
• Coordinating routine appointments (e.g., grooming)
• Managing select dining reservations during business travel or key in-office periods (e.g., Dallas Week)
• Assisting with hotel stay coordination at portfolio properties
• Other personal items as assigned, with business priorities taking precedence

Compensation & Benefits

• Base Salary: Commensurate with experience, qualifications, and market alignment
• Bonus: Up to 10% Annual incentive plan tied to performance metrics
• Health Benefits: Medical, dental, and vision insurance
• Retirement: 401(k) with company match
• Time Off: Paid vacation, holidays, and personal days
• Perks: Discounted hotel stays across the portfolio
• Growth: Career development and advancement opportunities
• Culture: People-first environment focused on excellence and innovation

Ashford Hospitality Trust