Executive Administrative Assistant

Executive Administrative Assistant

The Executive Administrative Assistant provides high-level administrative and organizational support to the Regional Vice President, General Manager. This on-site role helps the Executive Office operate smoothly through careful coordination, sound judgment, polished communication, and discreet handling of confidential information.

• Manage complex calendars, schedule appointments, coordinate meetings, and resolve conflicts as priorities change.
• Prepare, format, proofread, and organize correspondence, presentations, reports, agendas, meeting notes, and other executive materials.
• Coordinate domestic and international travel arrangements, itineraries, ground transportation, and related expense documentation.
• Organize leadership meetings and property visits, including room reservations, materials, technology, catering, and follow-up actions.
• Screen, prioritize, and route incoming calls, messages, requests, and meeting invitations; respond on behalf of the executives when authorized.
• Maintain organized electronic and physical records, contact lists, calendars, and confidential files using appropriate access controls.
• Track deadlines, commitments, approvals, and action items; follow up with relevant leaders to support timely completion.
• Use discretion and sound judgment when handling sensitive business, personnel, financial, and guest-related information.
• Provide a courteous, polished point of contact for team members, owners, business partners, and guests who interact with the Executive Office.
• Anticipate administrative needs, identify scheduling or communication concerns, and recommend practical solutions.
• Coordinate guestroom, dining, spa, and experience reservations at the direction of the Executive Office, including special requests and follow-up.
• Manage the donation and gift certificate process, including requests, approvals, issuance, tracking, and recordkeeping

Qualifications

• At least five years of administrative or executive support experience, including direct support for senior leaders; this is not an entry-level position.
• Demonstrated ability to manage competing priorities, complex calendars, details, and deadlines with accuracy and follow-through.
• Able to handle confidential information with discretion, integrity, and sound judgment.
• Strong written and verbal communication skills and professional interpersonal presence.
• Proficiency with Google Workspace or comparable productivity tools, including calendar, word processing, spreadsheet, and presentation application.
• Able to work independently, anticipate needs, adapt to changing priorities, and remain composed in a fast-paced environment.
• Guest service experience is a plus; luxury hospitality experience is especially valuable.

The Knox Hotel Employer LLC is an Equal Opportunity Employer, M/F/D/V. The Knox Hotel Employer LLC provides equal employment opportunities (EEO) to all team members and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, The Knox Hotel Employer LLC complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training