Executive Administrative Assistant

Job Description

Job Description

Position Overview

Grand View Lodge is seeking a detail-oriented, proactive, and technology-driven Executive Administrative Assistant to provide high-level administrative and operational support to our Managing Director and Executive Leadership Team. This position is ideal for someone who excels at multitasking, is comfortable working with multiple technology platforms, and can independently manage competing priorities while maintaining accuracy, professionalism, and confidentiality. From coordinating executive schedules and documenting important meetings to analyzing guest feedback, compiling reports, and supporting operational initiatives, this role plays an important part in keeping our leadership team informed, organized, and operating efficiently.

About Cote Hospitality

For over a century, we've been creating unforgettable experiences and lasting memories for our guests. From luxurious accommodations and championship golf to rejuvenating spas and outdoor adventures, we offer a diverse range of hospitality experiences.

As a family-owned company, we are passionate about growth, innovation, exceptional guest service, and investing in our people.

COTECares: Our People-First Philosophy

We believe in enriching lives and fostering a positive work environment where everyone feels valued, respected, and empowered. COTECares represents our commitment to creating a culture of belonging, collaboration, and excellence.

Duties & Responsibilities:

Executive & Administrative Support

• Provide daily administrative support to the Managing Director and Executive Leadership Team.

• Manage calendars, schedule meetings, coordinate travel, and organize executive correspondence and approvals.

• Prepare meeting agendas, take detailed and accurate notes, distribute minutes, and track action items and follow-ups.

• Coordinate leadership meetings, company events, training sessions, and special projects.

• Prepare professional correspondence, presentations, documents, and reports.

• Maintain organized digital and physical records and assist with the company's donation program.

• Serve as a professional point of contact for associate questions, internal departments, vendors, and external partners.

Guest Feedback & Reporting

• Collect, compile, and organize guest feedback from surveys, online reviews, and internal reporting platforms.

• Generate and distribute daily, weekly, and monthly guest feedback reports for leadership.

• Identify guest satisfaction trends, recurring concerns, and opportunities for service improvement.

• Maintain accurate spreadsheets, tracking documents, and reports to support operational decisions.

• Assist with tracking departmental follow-ups and guest concern resolutions.

Technology & Project Coordination

• Utilize multiple technology platforms and software systems to manage reporting, communication, and administrative tasks.

• Effectively multitask and prioritize competing requests, projects, and deadlines in a fast-paced environment.

• Support executive projects through research, data collection, organization, and follow-up.

• Identify opportunities to improve administrative processes, reporting, and overall efficiency.

• Independently manage responsibilities while adapting to changing priorities and business needs.

Qualifications & Skills

What We're Looking For:

• Exceptional organizational skills with the ability to manage multiple competing priorities in a fast-paced environment.

• Strong technological aptitude and confidence working across multiple software applications, reporting platforms, and digital systems.

• Advanced proficiency in Microsoft Office, particularly Excel, Outlook, Word, PowerPoint, and Teams.

• Strong analytical skills with the ability to compile, interpret, and present data in a clear and meaningful format.

• Excellent written communication skills, including the ability to take accurate meeting notes, summarize discussions, and prepare professional correspondence.

• Outstanding attention to detail, accuracy, and follow-through.

• Demonstrated ability to handle sensitive and confidential information with discretion and sound judgment.

• Strong time management skills and the ability to meet deadlines with minimal oversight.

• Proactive, resourceful, and solutions-oriented approach to daily responsibilities.

• Ability to quickly adapt to changing priorities and shifting business needs.

• Strong interpersonal skills and the ability to communicate professionally with individuals at all levels of the organization.

• Willingness to learn new systems, embrace technology, and continuously improve processes.

Education & Experience

• Minimum of 3 years of administrative, executive support, office management, or related professional experience preferred.

• Previous experience supporting executive leadership or senior management strongly preferred.

• Experience in hospitality, resort operations, or a guest-focused environment is a plus.

• Proficiency in Microsoft Office Suite required, with strong Excel and reporting skills preferred.

• Experience utilizing guest feedback platforms, data reporting tools, or business management systems preferred.

• Associate's or bachelor's degree in Business Administration, Hospitality Management, or a related field preferred; equivalent professional experience will be considered.

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