Executive Assistant, Hospitality Operations

Job Description

Job Description

Position Title: Executive Assistant, Hospitality Operations

Company: Reef Capital

Salary: $70,000-$90,000

Location: Lehi, Utah

About Reef:

Reef is a Utah-based vertically integrated investment and development firm founded in 2005. Reef's team is currently involved in some of the most prominent development transactions in Utah and other targeted geographies across the United States.

Built on two decades of success, our investment approach combines proven expertise with purposeful innovation. Reef's team has completed more than 500 transactions across all lines of business. In addition to our real estate investment strategy, Reef and/or affiliates own and operate various businesses that add significant long-term value to its projects. We have grown rapidly, growing from about 25 employees to well over 400, with managed assets on behalf of over 750 institutional and individual partners worldwide.

With the motto "Expect the Best," Reef's most prominent developments include Black Desert Resort, a $2 billion luxury resort in Ivins, Utah; Marcella, a luxury private golf community in Park City, Utah; Tributer Resort, Virginia's newest premier private lakeside golf destination; Cornerstone Club, a 5,000-acre residential community, private club, and resort in Telluride, Colorado; Sweetens Cove, a renowned and evolving golf destination nestled in the Tennessee Valley; and the restoration of the historic Coco Palms Resort in Wailua, on the island of Kauai, Hawaii.

Our culture is defined by a shared set of principles that guide how we think, collaborate, make decisions, and pursue success together. This mindset serves as the foundation for the five principles that define how we work together: first, we are One Reef, always prioritizing the success of the whole over individual agendas; we speak candidly and respond collaboratively; we move in solidarity once a decision is made; we take full accountability for outcomes in our domain; and we refuse to settle for anything less than extraordinary. These aren't aspirational values posted on a wall. They are the behaviors we hire for, develop, reward, and exhibit each day. Candidates who thrive at Reef bring energy, ownership, and a genuine commitment to raising the bar on everything they touch.

Position Summary:

The Executive Assistant for Hospitality Operations is a dedicated partner to the Chief Hospitality Officer and the division's leadership team, providing a blend of executive support and project management. This person keeps the Chief Hospitality Officer's calendar, inbox, and follow-through running cleanly, while also owning the operating rhythm that keeps division leaders (Customer Experience, Golf Operations, Retail & Brand Partnerships, Agronomy/Golf Construction, Food and Beverage, and Asset Management) aligned on shared priorities.

This is not a generalist admin role split across departments, but instead, it is fully dedicated to the Hospitality division's leadership. Proactivity is the defining trait of this role: the right person anticipates needs before being asked, spots inefficiencies in how the department runs, and brings solutions rather than waiting for direction. This role also requires a high degree of trust, discretion, and executive presence with the ability to operate comfortably around senior leaders and manage-up effectively.

Responsibilities:

Executive Support

• Manage the Chief Hospitality Officer's calendar and travel logistics across a fast-moving portfolio of properties and workstreams.
• Manage the Chief Hospitality Officer's inbox by triaging, drafting, and following up on correspondence, and flag what needs personal attention.
• Draft agendas, take notes, and track follow-ups and action items through completion of division leadership meetings.
• Prepare internal communication packets, briefing materials, and correspondence with discretion and accuracy.
• Process invoices, expense reports, and vendor coordination as needed.
• Step in wherever needed to keep the Chief Hospitality Officer's day running smoothly when priorities shift quickly, and this role adapts with them.

Project & Program Coordination

• Own the production pipeline for the division's recurring leadership report by collecting property and department submissions, formatting, and ensuring on-time delivery.
• Work with the Chief Hospitality Officer to maintain a project tracking system for major division goals and initiatives, keeping status visible to the leadership team.
• Update shared drive file structures and trackers to keep the leadership team aligned and current.

Systems, AI & Process Improvement

• Identify opportunities to integrate AI-powered tools into department workflows such as reporting, scheduling, document preparation, and knowledge management; lead adoption across the team.
• Continuously look for ways to streamline how the division tracks, reports, and communicates, reducing manual work and duplicate effort.
• Bring forward process improvements proactively, rather than waiting to be asked
• Stay current on new productivity and automation tools relevant to hospitality operations and recommend what's worth adopting.

Cross-Team Support

• Serve as a connective point across the division's leaders in Customer Experience, Golf Operations, Retail/ Brand Partnerships, Agronomy/Golf Construction, Food and Beverage, and Asset Management to keep shared deliverables moving without needing to be chased.
• Partner with the Chief Hospitality Officer and the Asset Management Analyst to organize and maintain key documents across hospitality, club, residential, and HOA portfolios, including budgets, agreements, KPIs, and dashboards.
• Assist with compiling and formatting performance reporting, ensuring accurate data entry and clean, consistent presentation.

Qualifications:

• 2-5 years of experience in executive support, project coordination, or operations administration (luxury, hospitality, or lifestyle environment preferred).
• Demonstrated proactivity through a track record of anticipating needs and solving problems before being asked, not just following a task list.
• High degree of trust, discretion, and executive presence while being comfortable operating around senior executives, reading the room, and knowing when to speak and when to stay quiet.
• High emotional intelligence with the ability to read people and situations accurately and adjust approach accordingly.
• Sound judgment and resourcefulness, particularly when priorities shift quickly or information is incomplete.
• Utmost confidentiality and professionalism; able to hear sensitive or critical information and maintain composure without exception.
• Adaptable and even-tempered under pressure, with a calm, steady presence in a fast-moving environment.
• Strong organizational skills with the ability to manage multiple leaders' priorities simultaneously.
• Excellent written and verbal communication; able to synthesize and distribute information clearly and professionally, including drafting correspondence on a leader's behalf.
• High attention to detail, especially in reporting, documentation, and follow-through tracking.
• Proficiency with Microsoft Office and Teams; comfort with AI productivity tools such as Claude and genuine interest in applying them to streamline department workflows; familiarity with hospitality systems (e.g., Agilysys, Yellowdog, or similar) a plus.
• Comfortable working across multiple leaders and properties in a fast-paced, entrepreneurial environment.
• Takes ownership, seeks clarity, and moves work forward without being micromanaged.

Company Benefits:

• 401(k) Plan with Company Match
• Generous Health Plan with HSA Match
• Flexible Paid Time-off
• Daily Company Lunches
• Cell Phone Service Allowance
• Discounts at Company-owned Resorts and Golf Courses

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