Administrative Assistant

Vacatia; Williamsburg (VA); On-site; USD 26,174 - 30,307; Full time

Job summary

Vacatia in Williamsburg is seeking an Administrative Assistant to support the General Manager, Assistant General Manager, and Chief Engineer, ensuring smooth daily operations across multiple departments. The role requires 3+ years in hospitality or administrative work, strong organizational, communication, and discretion, and flexibility to work evenings, weekends, and holidays.

You will handle guest and staff communications, scheduling, records, invoices, payroll verification, reports, and

Qualifications

• 3+ years of hospitality or administrative experience (resort or timeshare experience preferred).
• Strong organizational, multitasking, and problem-solving skills.
• Excellent communication and interpersonal abilities.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Ability to handle confidential information with discretion.
• Dependable, detail-oriented, and adaptable.
• Flexible to work evenings, weekends, holidays, and on-call as needed.

Responsibilities

• Serve as a primary point of contact for guests, staff, vendors, and corporate partners.
• Manage calls, emails, schedules, meetings, and correspondence.
• Maintain organized records, filing systems, and compliance documentation.
• Support maintenance operations, including unit tracking, pest control records, and reporting.
• Process invoices, manage vendor paperwork (W-9s, COIs), and assist with budget tracking.
• Assist with payroll verification, attendance tracking, and employee documentation.
• Prepare reports, presentations, and meeting minutes.
• Order office supplies and support procurement efforts.
• Maintain professionalism, confidentiality, and high service standards at all times.

Skills

Organizational skills

Multitasking

Problem-solving

Communication skills

Interpersonal skills

Discretion with confidential info

Flexibility with schedule

Tools

Microsoft Office

Job description

Now Hiring: Administrative Assistant | Be the Organizational Backbone of Our Resort!

Are you highly organized, detail-oriented, and passionate about keeping operations running smoothly? Do you thrive in a fast-paced hospitality environment where no two days are the same? If so, we’d love to meet you!

Our Williamsburg resorts are currently seeking an Administrative Assistant to join our team. In this key support role, you’ll work closely with the General Manager, Assistant General Manager, and Chief Engineer to ensure seamless daily operations across multiple departments.

Pay: $19 - $22/hr

Shift: 9:00am - 5:30pm

What You’ll Do:

Serve as a primary point of contact for guests, staff, vendors, and corporate partners

Manage calls, emails, schedules, meetings, and correspondence

Maintain organized records, filing systems, and compliance documentation

Support maintenance operations, including unit tracking, pest control records, and reporting

Process invoices, manage vendor paperwork (W-9s, COIs), and assist with budget tracking

Assist with payroll verification, attendance tracking, and employee documentation

Prepare reports, presentations, and meeting minutes

Order office supplies and support procurement efforts

Maintain professionalism, confidentiality, and high service standards at all times

What We’re Looking For:

3+ years of hospitality or administrative experience (resort or timeshare experience preferred)

Strong organizational, multitasking, and problem-solving skills

Excellent communication and interpersonal abilities

Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)

Ability to handle confidential information with discretion

Dependable, detail-oriented, and adaptable

Flexible to work evenings, weekends, holidays, and on-call as needed

Why Join Us?

Work in a welcoming, team-oriented resort environment

Opportunities to grow within hospitality and resort operations

Be part of creating memorable experiences for our guests every day