Administrative Assistant

Davis Conference Center Administrative Assistant | Support the Leaders Behind Exceptional Guest Experiences Are you an accomplished administrative professional who thrives in a fast-paced hospitality environment where no two days are exactly the same? We are seeking an Administrative Assistant to provide high-level administrative and operational support to the leadership team of our hotel and conference center. In this role, you’ll serve as a trusted partner to property leadership, helping coordinate executive priorities, meetings, events, financial documentation, communications, and special projects that keep the hotel and conference center operating smoothly. You’ll work behind the scenes with department leaders, clients, vendors, and business partners to ensure important details are handled accurately, professionally, and on time. What’s in it for you – Compensation & Benefits Competitive Pay – $15 – $18 hourly The starting rate is based on experience and qualifications. This position participates in our compensation program, which provides opportunities for future pay growth based on performance and career development. 401(k) with a dollar-for-dollar company match up to 4% Hotel discounts at select Western States Lodging & Management properties Eligible full-time associates are entitled to the following: Medical, Dental, and Vision insurance plans plus Health Savings Account (HSA) options Optional supplemental benefits, including accident, critical illness, hospital indemnity, and other coverage options Personal Time Off (PTO) and Vacation benefits What You’ll Do Provide high-level administrative support to the General Manager and hotel/conference center leadership team. Manage executive calendars, meetings, appointments, conference calls, property visits, and business travel arrangements. Anticipate leadership needs, track important deadlines, and proactively coordinate follow-up on operational priorities and special projects. Prepare meeting agendas, presentations, reports, correspondence, spreadsheets, and other executive-level materials. Coordinate leadership meetings, department meetings, client meetings, property events, and other important business functions. Maintain confidential associate, financial, operational, client, vendor, and business information with professionalism and discretion. Assist with preparing and organizing financial reports, invoices, purchase documentation, budgets, forecasts, contracts, and other property records. Maintain organized tracking systems for operational projects, deadlines, licenses, contracts, vendor requirements, and leadership initiatives. Support conference center and hotel operations by coordinating communication between leadership, Sales, Banquets, Food & Beverage, Front Office, Housekeeping, Maintenance, Accounting, and other departments. Assist with administrative coordination for conferences, meetings, banquets, VIP visits, special events, and other high-profile property activities. Coordinate vendor documentation, contracts, certificates, invoices, purchase orders, and other administrative requirements. Assist leadership with reviewing and tracking guest satisfaction, operational performance, financial results, and other property metrics. Coordinate licenses, permits, certifications, inspections, and other required property documentation, helping ensure records remain current and organized. Serve as a professional point of contact for clients, vendors, ownership representatives, corporate leaders, community partners, and other stakeholders. Assist with internal property communications and ensure important information is distributed to the appropriate leaders and departments. Support onboarding, meetings, recognition activities, associate events, and other property initiatives as needed. Coordinate special projects and independently follow assignments through completion while keeping leadership informed of progress. Identify opportunities to improve administrative processes, organization, communication, and workflow throughout the property. Provide additional administrative and operational support based on the evolving needs of the hotel and conference center. What We’re Looking For 5+ years of progressively responsible administrative, executive support, hospitality, hotel, conference center, event, or related professional experience preferred. Previous experience supporting a General Manager, executive, property leadership team, or other senior leaders strongly preferred. Hotel, conference center, convention, event, or hospitality industry experience strongly preferred. Strong understanding of professional hospitality and the importance of creating positive experiences for guests, clients, associates, and business partners. Experience working in a fast-paced environment with multiple departments, competing priorities, and frequently changing operational needs. Strong organizational skills with the ability to independently manage projects, deadlines, meetings, and sensitive assignments. Experience preparing reports, presentations, spreadsheets, meeting materials, correspondence, and other professional documents. Comfortable working with financial documentation, invoices, budgets, contracts, purchase orders, and operational reports. Excellent written and verbal communication skills with the ability to interact professionally with guests, clients, executives, department leaders, vendors, and associates. Advanced proficiency with Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint. Exceptional attention to detail and commitment to accuracy. Ability to exercise sound judgment and maintain confidentiality when working with sensitive business and associate information. Ability to anticipate needs, solve problems, and take initiative without requiring constant direction. Flexible and adaptable approach to supporting the changing priorities of a hotel and conference center environment. Notary Public certification preferred. You Know You’re Successful When... The General Manager and property leadership team view you as a trusted extension of their operation and can rely on you to anticipate needs, protect confidential information, maintain organization, and keep important priorities moving forward. Meetings, events, reports, contracts, financial documentation, and operational records are accurate and well organized; deadlines and follow-up items are proactively managed; communication flows effectively between departments; and guests, clients, vendors, associates, and business partners experience professional and responsive support. Why Join Western States Lodging & Management? Western States Lodging & Management manages a diverse portfolio of hospitality properties, including nationally recognized hotel brands such as Hilton, Marriott, and IHG , as well as conference and event operations focused on creating exceptional experiences for guests and clients. Our mission is simple: Serving You Like Family. That commitment extends beyond our guests—it defines how we treat our associates, clients, and business partners. We believe memorable hospitality starts with great people working together, which is why we invest in our team through meaningful work, professional development, and opportunities for long-term career growth. At Western States Lodging & Management, we encourage every team member to serve as an Ambassador of our values, a trusted Consultant who brings knowledge and solutions, a Collaborator who builds strong relationships through teamwork, and a Coach who is passionate about empowering others to learn, grow, and succeed. If you’re ready to bring your organization, professionalism, and attention to detail to a team dedicated to outstanding hospitality, we’d love to meet you. #J-18808-Ljbffr Western States Lodging and Management