Executive Assistant

Job Description

Job Description

Executive Assistant 

Reports To: Director of Operations

Schedule: Monday – Friday, 9:00 AM – 5:00 PM (Weekend and holiday availability is required as part of this position. Scheduling needs may vary based on business demands.)

Position Summary

Golden Swan Management is seeking a highly organized, detail-oriented Executive Assistant to support the Director of Operations in the day-to-day management of our growing vacation rental portfolio and related businesses. This individual will serve as the operational backbone of the organization by coordinating tasks, managing communications, supporting property operations, tracking projects, and ensuring accountability across departments.

The ideal candidate is proactive, tech-savvy, highly organized, and thrives in a fast-paced environment where priorities can shift quickly.

Primary Responsibilities

Administrative & Executive Support

• Manage calendars, meetings, and scheduling for leadership team members
• Organize and maintain company documents, files, and procedures
• Prepare reports, spreadsheets, presentations, and meeting agendas
• Track projects and ensure deadlines are met
• Follow up with team members, vendors, and partners regarding outstanding tasks
• Assist with special projects and business initiatives

Property Operations Support

• Audit and manage tasks daily
• Create, assign, and monitor maintenance and operational tasks
• Follow up with vendors and staff to ensure work is completed properly and on time
• Schedule maintenance vendors and service providers
• Assist with invoice collection and processing
• Support property inspections and operational quality assurance efforts
• Help ensure properties are clean, maintained, and guest-ready

Guest & Owner Communication Support

• Assist with guest communication coverage as needed
• Handle non-escalated guest concerns and inquiries
• Support owner communications and follow-up requests
• Maintain accurate records of owner communications and requests

Qualifications

• Highly organized with exceptional attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple projects simultaneously
• Comfortable learning and utilizing technology platforms
• Proficient in Google Workspace (Docs, Sheets, Drive)
• Experience with project management or task management software preferred
• Customer service, hospitality, property management, or administrative experience preferred
• Self-starter who can work independently with minimal supervision

Preferred Skills

• Experience with hospitality platforms
• Experience coordinating vendors and maintenance projects
• Process documentation and workflow development experience