Executive Administrative Assistant

The Hotel at Auburn University; Auburn (AL); On-site; USD 42,000 - 62,000; Full time

Job summary

The Hotel at Auburn University is seeking an Executive Administrative Assistant to partner with the Complex General Manager and senior leadership, delivering high-level administrative, organizational and project support to ensure smooth operation of the Executive Office.

This role manages calendars, travel, meeting logistics, research for decisions, and prepares agendas and minutes. It requires discretion with sensitive information and a proactive, detail-oriented mindset.

Qualifications

• High school diploma or equivalent required.
• Bachelor's Degree preferred.
• Prior hospitality experience preferred.

Responsibilities

• Provide executive-level support to the Complex General Manager and senior leadership.
• Manage calendar, daily agenda and logistics for senior leadership, schedule meetings.
• Plan travel arrangements, including flights, lodging, and transportation; prepare itineraries.
• Prepare agendas, materials, talking points, minutes and follow-up items.
• Track strategic initiatives and projects with deadlines and owners.
• Conduct research and compile information for executive decisions and meetings.
• Draft correspondence, gift certificates, welcome notes and documents for the GM.
• Coordinate VIP arrivals, gifts and reservations; distribute guest preferences.
• Organize action plans, files, records and recurring processes.
• Handle sensitive personnel, guest, financial and operational information with discretion.
• Performs other related duties as assigned.

Skills

Organization

Time management

Verbal communication

Written communication

Reporting

Critical thinking

Multitasking

Microsoft Office Suite

Opera Cloud PMS

Education

High school diploma or equivalent

Bachelor's Degree

Tools

Microsoft Office Suite

Opera Cloud PMS

Job description

Job Summary:

The Executive Administrative Assistant serves as a key partner to the Complex General Manager and senior leadership team, providing high-level administrative, organizational and project support to ensure the effective operation of the Executive Office. This role proactively manages priorities and serves as a trusted liaison with internal and external stakeholders.

Executive Admin Duties & Responsibilities:

• Provide executive-level support to the Complex General Manager, along with other senior leadership of the hotel as needed


• Manage calendar, daily agenda and logistics for senior leadership, schedule in-house and off-site meetings in a courteous manner.


• Plan travel arrangements, including flights, lodging reservations, and transportation. Prepare detailed itineraries.


• Prepare agendas, materials, talking points, minutes/action items and ensure follow-up from executive and leadership meetings.


• Track strategic initiatives and special projects across departments, maintain deadlines, owners and status updates.


• Conduct research and compile information needed for executive decisions, presentations, meetings and projects.


• Draft correspondence, gift certificates, welcome notes, and other documents on behalf of the General Manager


• Coordinates VIP arrival amenities, gifts, and some reservations. Collect guest preferences and distribute accordingly.


• Organize and maintain action plans, critical paths, files, records, recaps and recurring administrative processes.


• Handle sensitive personnel, guest, financial and operational information with discretion.


• Performs other related duties as assigned.

Required Skills & Abilities:

• Strong organization and time management skills.


• Excellent verbal and written communication.


• Excellent detailed reporting skills, critical thinking, and multi-tasking skills with the ability to manage a multi-line telephone.


• Proficient in Microsoft Office Suite. Experience with Opera Cloud PMS a plus

Education & Experience:

• High school diploma or equivalent is required.


• Bachelors Degree is preferred


• Prior hospitality experience is preferred.

An Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.