Executive Assistant

Executive Assistant - Office Of The Hotel General Manager And Executive Committee

Pyramid Global Hospitality is a leading hospitality management company with a portfolio of more than 200 hotels and resorts and over 18,000 associates across the United States, Caribbean, and Europe. Our platform includes Benchmark Resorts & Hotels, a collection of distinctive independent properties; Axiom Hospitality, our European hotel management company; and PYRAMIDWORKS, which provides integrated workplace and facilities services. With corporate offices in Boston, The Woodlands, Texas, and London, Pyramid combines global scale with a hands-on approach focused on exceptional service, operational excellence, and long-term partnerships.

At Pyramid, our people are at the heart of everything we do. We are committed to creating an environment where associates are respected, supported, and empowered to grow their careers. Team members have the opportunity to collaborate directly with experienced leaders, take on meaningful stretch assignments, and gain exposure to a diverse portfolio of properties, brands, and markets. Whether you are beginning your hospitality career or bringing years of experience, you'll find opportunities to learn, develop, and make an impact.

Our commitment to associates, guests, owners, and the communities we serve has helped make Pyramid and our properties among the most recognized in hospitality. From being named among the best places to work by respected publications such as USA Today, The Boston Globe, and The Houston Chronicle to earning top travel accolades from Travel + Leisure, Cond Nast Traveler, Forbes Travel Guide, and U.S. News & World Report, these recognitions reflect the culture, service excellence, and commitment to people that define the Pyramid experience.

About our property:

Welcome to The Mission Inn Hotel & Spa, a legendary property in the Pyramid Global Hospitality portfolio located in the heart of Riverside, California. Featuring 238 guest rooms and over 160,000 sq ft of meeting and event space, this AAA Four-Diamond, National Historic Landmark spans an entire city block and offers a truly unique and dynamic environment for hospitality professionals. At The Mission Inn Hotel & Spa, we are proud to deliver exceptional service within a setting rich in history and architectural beauty. As a member of our team, you'll be part of a community-driven environment where collaboration and connection are at the core of everything we do. Our work is purpose-driven, rooted in preserving the legacy of this iconic property while creating meaningful experiences for every guest. We offer a wide range of opportunities across multiple departments, including guest services, food and beverage, housekeeping, sales and events, and more. Whether you are beginning your career or looking to grow within the industry, you'll find a supportive culture where your contributions are impactful and recognized. Joining our team means becoming part of a people-first culture where your development and success are a priority. If you're ready to build your career at an iconic destination known for its history, scale, and influence, we invite you to explore opportunities at The Mission Inn Hotel & Spa and apply today.

What you will have an opportunity to do:

JOB SUMMARY

Under the direction of the General Manager, the Executive Assistant - Office of the Hotel General Manager and Executive Committee provides high-level administrative and professional support to the General Manager and members of the Executive Committee. This position plays an integral role in supporting the effectiveness and efficiency of the executive office by coordinating a wide range of complex, confidential, and time-sensitive administrative responsibilities.

The Executive Assistant serves as a key point of coordination and communication for the executive office and is expected to exercise sound judgment, professionalism, discretion, and initiative when managing priorities and sensitive information. Responsibilities require strong organizational skills, attention to detail, and the ability to anticipate needs, manage competing priorities, and respond effectively in a dynamic, fast-paced hotel environment.

The Executive Assistant will be a polished and seasoned administrative professional who demonstrates poise, confidentiality, exceptional communication skills, and a strong commitment to service excellence. The Executive Assistant works collaboratively across departments while maintaining the highest standards of professionalism and confidentiality in support of the General Manager, Executive Committee, hotel operations, and overall business objectives.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Plans, schedules, and organizes the executive's Outlook calendar and related business activities; including the planning and coordination of executive/C-suite meetings/events on and off-site, coordinates day-to-day activities, manages schedule conflicts and challenges; provides daily itineraries. (20%)
• Composes, prepares, and proofreads highly accurate correspondence, presentations, executive committee meeting notes and reports. Prepares information needed for business reports and presentations as directed, including all supporting documents, charts, spreadsheets, etc. (20%)
• Serves as a diplomatic gatekeeper that effectively filters both internal and external calls, visitors, and other inquiries. Acts as a liaison for all visitors to the office of the GM, including contacting and escorting as needed. (10%)
• Conducts research, prepares documents/correspondence and communications, and gathers information on various topics to support executive decision-making processes. (10%)
• Tracks financial expenditures, including receipt collection, reimbursement follow-ups, charge contesting and credit card reconciliation. (10%)
• Works closely and effectively with executives, keeping them well informed of upcoming commitments and responsibilities and following up appropriately. Manages information flow through the GM office while always maintaining confidentiality. Represents the office of the GM in internal and external meetings, as necessary. (10%)
• Manages administrative projects from planning through completion, ensuring deadlines are met, and information is accurate and complete. Coordinates the people, resources, and follow-up necessary to successfully implement plans and achieve project objectives. Monitors and measures progress, follows up with appropriate management on outstanding information and requests, and proactively addresses obstacles through clear action plans, innovative problem-solving, and critical thinking. Recommends practical solutions to keep projects on track and ensure successful completion. (10%)
• Develops, nurtures, and maintains positive relationships with internal partners and external vendors to support effective communication, collaboration, and operational needs. (5%)
• Performs other duties as assigned to support the efficient operation of the executive office. (5%)

EDUCATION, EXPERIENCE AND QUALIFICATIONS

• Associate's degree in Business Administration or a related field required.
• Bachelor's degree in Business Administration or related field preferred.
• Minimum of five (5) years of related administrative experience required; prior experience supporting an executive office or senior leadership is a plus.
• Previous hospitality industry experience preferred.
• Related, relevant, and or direct experience may be considered in lieu of minimum educational requirements indicated above.

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

• Proficiency in Microsoft Office applications, including Word, Outlook, PowerPoint, and Excel.
• Demonstrated ability to perform efficiently and effectively in a fast-paced, high-demand environment while managing multiple priorities and deadlines.
• Strong organizational, time-management, and attention to detail skills, with the ability to maintain accuracy while handling competing priorities.
• Excellent written and verbal communication skills, with the ability to interact professionally and effectively with executives, management, associates, vendors, and external business partners.
• Strong critical thinking, problem-solving, and decision-making skills, with the ability to identify issues and recommend practical solutions.
• Ability to work independently, take initiative, anticipate needs, and follow through on assignments with minimal supervision.
• Strong interpersonal skills with the ability to build and maintain effective working relationships across all levels of the organization.
• Ability to coordinate multiple projects, meetings, schedules, and administrative priorities while ensuring timely and accurate completion.

PHYSICAL REQUIREMENTS/ WORKING CONDITIONS ENVIRONMENT

• The primary work environment is in a climate-controlled office setting
• May be required to work evenings, weekends, holidays, and extended hours based on business and operational needs.
• Must be able to work in a fast-paced, high-demand environment and maintain efficiency throughout the work shift.
• Must possess sufficient strength to exert up to 10 pounds of force frequently and/or lift, carry, push, pull, or otherwise move objects weighing up to 40 pounds occasionally.
• Work is primarily sedentary and involves sitting for extended periods, with regular use of office equipment, including computers, printers, telephones, and other standard office equipment.
• Physical associated with the essential functions of the position may include sitting, standing, walking, balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, and performing repetitive motions.
• Must have sufficient hearing to