Administrative Assistant -Hotel Executive Off

Administrative Assistant, Hotel Executive Office

The Administrative Assistant, Hotel Executive Office provides organizational and administrative support to the General Manager and property executive team. This role manages calendars, correspondence, and meeting logistics, prepares reports and presentations, and helps coordinate communication across departments. The Administrative Assistant maintains confidential files and handles sensitive information with discretion, and often serves as a first point of contact for visitors and calls to the executive office. This role keeps the executive office organized and responsive, supporting the smooth operation of property leadership.

Minimum Qualifications:

• High school diploma or equivalent; Associate's or Bachelor's degree preferred.
• Minimum of 3 years of experience in an administrative support role, preferably within the hospitality industry.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and time management skills with the ability to multitask effectively.
• Excellent written and verbal communication skills.

Preferred Qualifications:

• Experience supporting senior executives or C-level management in a hotel or hospitality setting.
• Familiarity with hotel management software and reservation systems.
• Advanced proficiency in Microsoft Office and collaboration tools such as Microsoft Teams or Zoom.
• Knowledge of basic accounting or budgeting principles.
• Ability to work independently and anticipate the needs of executives.
• Experience preparing board or ownership-level reporting.
• Bilingual English and Spanish

General Requirements:

• Maintain a warm and friendly demeanor at all times.
• Communicate effectively, verbally and in writing, with all levels of employees and guests in an attentive, friendly, courteous and service-oriented manner.
• Listen to, understand, and clarify concerns raised by employees and guests.
• Maintain regular attendance in compliance with department standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, including wearing the required nametag and uniform.
• Comply with all Lion Grove and brand standards, policies, and safety regulations.
• Attend all required meetings and training sessions.
• Maintain the confidentiality of guest, employee, and company information.

Responsibilities:

• Manage the General Manager's calendar, correspondence, and meeting logistics.
• Prepare reports, presentations, and meeting materials for executive and ownership review.
• Coordinate communication and follow-up across department leaders on behalf of the executive office.
• Maintain confidential files and handle sensitive information with discretion.
• Serve as a first point of contact for visitors and calls to the executive office.
• Coordinate travel arrangements and expense reporting for the executive team.
• Support planning and logistics for property leadership meetings and events.
• Maintain organized filing systems for contracts, correspondence, and executive records.
• Perform other duties as requested by management.

The required skills are utilized daily to manage complex schedules, draft professional communications, and coordinate meetings that keep the executive office running smoothly. Strong organizational abilities enable the assistant to prioritize tasks and handle multiple responsibilities without compromising quality or deadlines. Proficiency in Microsoft Office allows for the efficient creation and management of documents, presentations, and reports essential to executive decision-making. Preferred skills such as familiarity with hotel management software enhance the assistant's ability to support operational functions specific to the hospitality industry. Effective communication skills are critical for liaising with diverse stakeholders, ensuring clarity, professionalism, and confidentiality in all interactions.