Executive Assistant

Job Description

Job Description

Job Title: Executive Assistant

Department: Admin

Reports To: President & Managing Director

Rate of Pay: DOE

Shift: Full-Time Mon - Fri with evenings and weekends required as needed.

FLSA Status: Salary, Non-exempt

Summary:

The Executive Assistant serves as the primary administrative and operational partner to the President & Managing Director, providing high-level executive support, managing priorities, coordinating communication, and ensuring the efficient operation of the Executive Office.

The correct candidate will be a trusted professional exercising sound judgment, maintaining strict confidentiality, and anticipating organizational needs before they arise. The Executive Assistant works closely with the Executive Leadership Team, ownership team, investors, department leaders, and external partners to ensure effective communication, seamless coordination, and exceptional execution of strategic initiatives.

Key Responsibilities:

Executive Office Management:

• Manage the President's & Managing Director's calendars, daily priorities, and scheduling needs.
• Proactively manage and prioritize the President's & Managing Director's inboxes, correspondence, and requests.
• Anticipate scheduling conflicts and resolve them before they become issues.
• Prepare daily briefing materials, meeting agendas, and supporting documents.
• Coordinate all travel arrangements, itineraries, lodging, transportation, and related logistics.
• Exercise sound judgment in determining priorities while protecting the President's & Managing Director's time.
• Anticipate the needs of the President & Managing Director and proactively prepare for meetings, events, and strategic initiatives.

Executive Leadership Support:

• Provide administrative support and coordination for the President, Managing Director, C-Suite members, and ownership team as requested.
• Coordinate Executive Leadership Team meetings and other leadership meetings.
• Prepare agendas, meeting materials, presentations, and supporting documentation.
• Attend meetings, capture key decisions, prepare meeting minutes, and distribute follow-up action items.
• Track leadership assignments and strategic initiatives to ensure timely follow-through.
• Assist with annual planning meetings, budget preparation meetings, leadership retreats, and other executive planning sessions.

Executive Communications:

• Draft correspondence, presentations, reports, speeches, and executive communications on behalf of the President & Managing Director.
• Proofread and edit communications to ensure professionalism, consistency, and alignment with the Sundance brand.
• Assist in responding to emails on behalf of the President & Managing Director.
• Prepare presentation materials for executive meetings, ownership meetings, and Board presentations.
• Schedule and coordinate podcast interviews, manage recording logistics, and coordinate with production partners.

Ownership, Investor & VIP Relations:

• Coordinate all aspects of visits for ownership, investor partners, and other VIP guests.
• Prepare visit itineraries, meeting schedules, lodging, transportation, dining reservations, and hospitality arrangements.
• Coordinate guest amenities and personalized welcome experiences with the Concierge and Hospitality teams.
• Serve as a primary point of coordination before, during, and after ownership visits.
• Assist VIP guests and visitors while representing Sundance with professionalism and hospitality.

Project Coordination

• Coordinate strategic projects initiated by the President & Managing Director.
• Assist with research, information gathering, benchmarking, and preparation of executive briefing materials.
• Track project milestones, deadlines, and deliverables across departments.
• Follow up with department leaders to ensure completion of assigned projects and initiatives.
• Assist with special projects and organizational priorities as assigned.

Cross-Department Coordination

• Serve as a liaison between department leaders and the Managing Director.
• Facilitate communication across departments to improve coordination and organizational effectiveness.
• Assist the Programming Department with coordination of events involving the President.
• Coordinate internal meetings and leadership schedules as requested.

Administrative Operations

• Answer and direct incoming telephone calls professionally and efficiently.
• Respond promptly to telephone, email, and written inquiries.
• Perform clerical duties including typing, scanning, filing, copying, and document preparation.
• Sort and distribute incoming mail.
• Maintain office organization and ensure office equipment is operational.
• Order office supplies and maintain appropriate inventory.
• Process invoices, purchase orders, check requests, and related administrative paperwork.
• Process Experience Certificates, Lodging Certificates, and Business Card requests.
• Coordinate donation and trade requests, including tracking approvals and correspondence.
• Run errands on and off property as needed.

Guest Relations

• Act as a liaison between guests and resort leadership by responding to inquiries and ensuring concerns are appropriately addressed.
• Respond to guest feedback on TripAdvisor, Google, Yelp, and other online review platforms.
• Represent Sundance professionally in all guest interactions.

Organizational Expectations

• Maintain the highest level of confidentiality and discretion.
• Exercise independent judgment and professionalism in handling sensitive information.
• Demonstrate exceptional organizational skills while managing multiple priorities.
• Build strong working relationships throughout the organization.
• Maintain a positive, service-oriented attitude while working in a fast-paced environment.
• Share the Sundance story of land preservation, stewardship, and environmental commitment with guests whenever appropriate.
• Support Sundance's sustainability and recycling initiatives.

This is a general description of this job. All employees of Sundance Mountain Resort will be required to perform any task that is asked of him/her within legal and ethical parameters and company policy.

Qualifications:

• High school diploma or GED with an associate or bachelor's degree preferred
• Minimum of three years of progressively responsible administrative experience supporting senior leadership, executives for similarly complex organizations, or an equivalent combination of education and experience. Preference will be given to those with experience in hospitality, destination resorts, luxury hotels, or similar guest focused organizations.
• Exceptional customer service, communication, and organizational skills.
• Demonstrated ability to maintain confidentiality and exercise sound judgement.
• Preferred experience coordinating executive, ownership, board, and/or VIP meetings
• Must possess a valid U.S. Drivers' License in good standing as determined by Sundance's Insurance Company guidelines.
• Advanced proficiency in Microsoft 365 including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong proficiency in calendar management, presentation development, and document preparation.
• Excellent typing and proofreading skills.
• Ability to quickly learn new software systems and technology platforms.

Core Competencies:

The successful candidate must be able to demonstrate:

• Executive presence and professionalism
• Exceptional written and verbal communication
• Absolute confidentiality and discretion
• Strong project coordination and organizational skills
• Proactive problem-solving and anticipation of needs
• Sound judgment and decision-making
• Hospitality mindset and guest-first service
• Attention to detail and accuracy
• Ability to prioritize competing demands
• Calm, adaptable, and resourceful under pressure
• Collaborative relationship building across all levels of the organization

Success In This Role:

Success in this role will require:

• Efficient management of the Executive Office
• Effective coordination of executive schedules and priorities
• Timely completion of strategic projects and follow-up items
• High-quality executive communications and presentations
• Successful coordination of ownership and VIP visits
• Strong collaboration across departments
• Exceptional professionalism and confidentiality
• Consistent support that enables the President, Managing Director and Executive Leadership Team to operate more effectively

Benefits:

• Benefits package that includes: subsidized medical, dental, vision, 401k, short and long term disability, basic life insurance, & paid time off policy.
• Employee discounts on dining and resort amenities
• Season Pass for you, +1 and dependents