Administrative Assistant

stayAPT Suites; Charlotte (NC); On-site; USD 50,000 - 75,000; Full time

Job summary

stayAPT Suites in Matthews, NC is seeking an Executive Administrative Assistant to provide high-level support to the President & CEO. The role demands proactive, detail-oriented, professional execution in a fast-paced hospitality-focused environment.

You will manage complex calendars, coordinate meetings and travel, draft communications, and maintain confidential information while interfacing with executives, franchisees, investors, and lenders.

Qualifications

• Experience supporting C-suite executives in entrepreneurial environments preferred.
• Bachelor’s degree or equivalent professional experience.
• Strong organizational, financial, and interpersonal skills.
• Ability to maintain confidentiality and exercise sound judgment.

Responsibilities

• Provide high-level executive administrative support to the President & CEO.
• Coordinate complex calendars, meetings, and events with proactive planning.
• Draft and prepare professional correspondence and materials for executive reviews.
• Manage travel itineraries, bookings, and related logistics.
• Handle expense reports and office administration tasks efficiently.
• Collaborate with leaders, franchisees, investors, and lenders as needed.

Skills

Executive support

Calendar management

Communication

Discretion

Interpersonal skills

Education

Bachelor's degree preferred

Tools

Microsoft Office 365

Outlook

Teams

Zoom

Job description

The Executive Administrative Assistant plays a critical role in providing high-level administrative support to executive leadership within the organization. This position requires exceptional organizational, communication, and interpersonal skills to ensure the smooth functioning of executive operations while contributing to overall company efficiency and growth.

We are actively seeking an organized, energetic, and highly professional individual to provide exceptional support to our Matthews, NC office. This Executive Assistant will provide skilled and efficient clerical, administrative, and personal support primarily to the President & CEO while assisting other key business leaders as needed.

The ideal candidate is proactive, detail-oriented, adaptable, and thrives in a fast-paced, entrepreneurial environment. This individual must demonstrate strong judgment, professionalism, and discretion, anticipate needs, and manage multiple priorities with minimal supervision. The candidate must also possess strong organizational, financial, and interpersonal skills and engage professionally with executive leadership, franchisees, investors, and lenders.

Experience supporting executives in startup entrepreneurial environments, hospitality organizations, franchising, family offices, or private equity-backed companies is highly preferred. This position reports directly to the President & CEO.

Executive Support

• Provide high-level executive administrative support to the President & CEO.
• Operate autonomously while proactively anticipating executive and organizational needs.
• Manage confidential and time-sensitive information with professionalism and discretion.
• Serve as a trusted liaison between executives, employees, clients, vendors, and external stakeholders, while providing support with human resources functions and related matters.

Calendar & Schedule Management

• Coordinate and manage complex executive calendars, appointments, meetings, and events.
• Anticipate scheduling conflicts and proactively implement solutions.
• Prioritize and communicate schedule updates, deadlines, and changes effectively.
• Maintain visibility into ongoing projects, follow-ups, and executive priorities.
• Act as a primary point of contact between executives and internal/external stakeholders.
• Manage and screen phone calls, emails, mail, and other communications.
• Draft, edit, proofread, and prepare professional correspondence, presentations, reports, and documentation.
• Prepare executive materials in both digital and hard-copy formats.
• Demonstrate strong organizational, financial, and interpersonal skills, with the ability to engage professionally and effectively with executive leadership, franchisees, investors, and lenders.

Meeting & Event Coordination

• Prepare presentations for board meetings, franchisee meetings, and related executive sessions.
• Coordinate internal and external meetings and company events.
• Schedule conference rooms, arrange catering, and oversee meeting logistics and setup.
• Prepare meeting agendas and materials in advance.
• Attend meetings as needed, take notes, and distribute meeting summaries or action items.

Travel Management

• Manage all travel itineraries for the CEO.
• Coordinate domestic and international travel arrangements for executive leadership, including: Flights
• Hotels
• Ground transportation
• Detailed itineraries
• Ensure executives are provided with all required travel documentation while maintaining accurate and up-to-date calendars on SharePoint for executive leadership and field teams.

Expense & Office Administration

• Prepare and reconcile expense reports accurately and in a timely manner.
• Manage office supply orders, corporate gifts, and recognition items.
• Handle copying, scanning, sorting, binding, mailing, and distribution of materials.
• Develop and maintain organized digital and paper filing systems.

Operational & Project Support

• Function as a central communication and planning hub for the Matthews office and executive leadership team.
• Assist with special projects, research assignments, and operational initiatives as business needs dictate.
• Resolve administrative issues through critical thinking, data analysis, and problem-solving.
• Support process improvement and administrative efficiency initiatives.
• Collaborate with key team members to help prioritize projects and organizational activities.
• Coordinate facility maintenance activities, vendor partnerships, and day-to-day office management functions.

Qualifications

• Experience supporting C suite executives in entrepreneurial organizations in the real estate, lodging/hospitality, or multifamily industries strongly preferred.
• Demonstrated understanding of property operations, occupancy, guest relations, and property-level reporting.
• Experience supporting executives in a fast-paced, or startup environments where adaptability and wearing multiple hats are essential.
• Experience in hospitality, lodging, real estate, multifamily, franchising, startup, private equity-backed, or other operationally driven organizations strongly preferred.
• Strong proficiency in Microsoft Office 365, Outlook, Teams, Zoom, and online conferencing platforms.
• Excellent written, verbal, and interpersonal communication skills.
• Exceptional organizational and time-management abilities.
• Strong business acumen with the ability to review reports, understand property-level data, operational metrics, and capital expenditure (CapEx) reporting.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Comfortable learning and utilizing multiple internal systems and technologies.
• Comfortable working in a dynamic, entrepreneurial environment with shifting priorities and the ability to respond quickly to business needs.
• Demonstrated ability to anticipate executive needs, exercise sound judgment, and serve as a trusted partner to executive leadership.
• Bachelor’s degree preferred or equivalent professional experience.
• Legally authorized to work in the United States.