Administrative Assistant -Hotel Executive Off

ADERO Scottsdale Resort; Scottsdale (AZ); On-site; USD 42,000 - 54,000; Full time

Job summary

ADERO Scottsdale Resort is seeking an Administrative Assistant to support the General Manager and executive team. The role manages calendars, correspondence, meeting logistics, and prepares reports and presentations to aid decision-making.

Responsibilities include coordinating cross-department communication, handling confidential information with discretion, and serving as the first contact for visitors and calls to the executive office.

Qualifications

• High school diploma or equivalent; advanced degrees preferred.
• Minimum 3 years in administrative support, hospitality preferred.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and time management skills; multitasking.
• Excellent written and verbal communication.

Responsibilities

• Manage the General Manager's calendar, correspondence, and meeting logistics.
• Prepare reports, presentations, and meeting materials.
• Coordinate cross-department communication for executive office.
• Maintain confidential files and handle sensitive information.
• Serve as first point of contact for visitors and calls.
• Coordinate travel and expense reporting for the executive team.
• Support planning and logistics for leadership meetings and events.
• Maintain organized filing systems for contracts and records.
• Perform other duties as requested.

Skills

Strong organizational skills

Time management

Written and verbal communication

Multitasking

Discretion

Education

High school diploma or equivalent

Associate/Bachelor’s degree preferred

Tools

Microsoft Office

Microsoft Teams

Zoom

Hotel management software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Scottsdale, AZ, US

About the Role:

The Administrative Assistant, Hotel Executive Office provides organizational and administrative support to the General Manager and property executive team. This role manages calendars, correspondence, and meeting logistics, prepares reports and presentations, and helps coordinate communication across departments. The Administrative Assistant maintains confidential files and handles sensitive information with discretion, and often serves as a first point of contact for visitors and calls to the executive office. This role keeps the executive office organized and responsive, supporting the smooth operation of property leadership.

Minimum Qualifications:

• High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
• Minimum of 3 years of experience in an administrative support role, preferably within the hospitality industry.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and time management skills with the ability to multitask effectively.
• Excellent written and verbal communication skills.

Preferred Qualifications:

• Experience supporting senior executives or C-level management in a hotel or hospitality setting.
• Familiarity with hotel management software and reservation systems.
• Advanced proficiency in Microsoft Office and collaboration tools such as Microsoft Teams or Zoom.
• Knowledge of basic accounting or budgeting principles.
• Ability to work independently and anticipate the needs of executives.
• Experience preparing board or ownership-level reporting.
• Bilingual English and Spanish

General Requirements:

• Maintain a warm and friendly demeanor at all times.
• Communicate effectively, verbally and in writing, with all levels of employees and guests in an attentive, friendly,courteousand service-oriented manner.
• Listen to, understand, and clarify concerns raised by employees and guests.
• Maintain regular attendance in compliance with department standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintainhigh standardsof personal appearance and grooming, including wearing the required nametag and uniform.
• Comply withallLionGroveand brand standards, policies, and safety regulations.
• Attend all required meetings and training sessions.
• Maintain the confidentiality of guest, employee, and company information.

Responsibilities:

• Manage the General Manager's calendar, correspondence, and meeting logistics.
• Prepare reports, presentations, and meeting materials for executive and ownership review.
• Coordinate communication and follow-up across department leaders on behalf of the executive office.
• Maintain confidential files and handle sensitive information with discretion.
• Serve as a first point of contact for visitors and calls to the executive office.
• Coordinate travel arrangements and expense reporting for the executive team.
• Support planning andlogisticsfor property leadership meetings and events.
• Maintain organized filing systems for contracts, correspondence, and executive records.
• Perform other duties as requested by management.

Skills:

The required skills are utilized daily to manage complex schedules, draft professional communications, and coordinate meetings that keep the executive office running smoothly. Strong organizational abilities enable the assistant to prioritize tasks and handle multiple responsibilities without compromising quality or deadlines. Proficiency in Microsoft Office allows for the efficient creation and management of documents, presentations, and reports essential to executive decision-making. Preferred skills such as familiarity with hotel management software enhance the assistant’s ability to support operational functions specific to the hospitality industry. Effective communication skills are critical for liaising with diverse stakeholders, ensuring clarity, professionalism, and confidentiality in all interactions.