Executive Administrative Assistant

Hilton Garden Inn Charlotte/Mooresville, NC; Pigeon Forge (TN); On-site; USD 36,000 - 45,000; Full time

Benefits offered by this job

Medical

Vision

Dental

401K

Immediate Pay- earned wage access

Vacation time

Sick time

Holiday pay

Bonus opportunities

Brand-specific employee discounts

Long term/short term disability

Life insurance

Job summary

Kana Hotel Group in the United States is seeking an Administrative Assistant to support hotel leadership with invoicing, purchasing, payroll data, and record keeping. The role emphasizes accuracy, organization, and timely task completion within a busy hotel office.

This position offers growth within the hotel operations and accounting functions. Prior hospitality experience is helpful but not required; strong computer skills and discretion are essential, with training provided and opportunities

Qualifications

• High school diploma or GED.
• 1–3 years administrative experience.
• Detail oriented and organized.
• Proficient with MS Office and POS systems.
• Ability to work nights, weekends, and holidays.

Responsibilities

• Enter, code, and maintain vendor invoices and related documentation.
• Assist with placing and tracking hotel supply and operational orders.
• Support payroll preparation, including reviewing timekeeping information and assisting with payroll-related documentation.
• Maintain organized electronic and physical records.
• Assist with purchase orders, vendor information, and invoice reconciliation.
• Help track expenses and provide administrative support for hotel accounting functions.
• Assist managers with reports, spreadsheets, correspondence, and other administrative needs.
• Communicate with vendors and hotel department leaders regarding invoices, orders, and documentation.
• Help maintain employee files and other administrative records.
• Provide general office and administrative support to the hotel leadership team.
• Assist with additional projects and responsibilities as needed.

Skills

Organizational skills

Accounting basics

Payroll systems

Excel

Communication

Multitasking

Discretion

Tools

Microsoft Word

Microsoft Excel

Outlook

POS systems

Job description

Kana Hotel Group'smission is to be one of the most admired and service quality driven hotel companies in the industry. We will accomplish our goal by creating an atmosphere of friendly employee behavior and delivering the highest quality service and value to our guests.

From our Team Members to our General Managers and Regional Support team, we seek people who have a passion for the hospitality business and want to grow with us. Most of our existing leadership team members have been promoted from within the company.As a member of our team, you will be expected to contribute your talents and energies to improve the environment and quality of the company, as well as the company’s services. In return you will be given opportunities to grow and advance in your career.

Kana Hotel Group is proud to offer the following benefits:

• Medical
• Vision
• Dental
• 401K
• Immediate Pay- earned wage access!
• Vacation time
• Sick time
• Holiday pay
• Bonus opportunities
• Brand-specific employee discounts
• Long term/short term disability
• Life insurance

About the Position

Embassy Suites is seeking an organized, dependable, and detail-oriented Administrative Assistant to support our hotel leadership team and daily operations.

This position plays an important role behind the scenes, helping ensure that invoices, purchasing, payroll information, records, and other administrative responsibilities are completed accurately and on time. The ideal candidate is comfortable working with numbers and computer systems, stays organized when handling multiple priorities, and enjoys supporting a team.

Key Responsibilities

• Enter, code, and maintain vendor invoices and related documentation
• Assist with placing and tracking hotel supply and operational orders
• Support payroll preparation, including reviewing timekeeping information and assisting with payroll-related documentationn
• Maintain organized electronic and physical records
• Assist with purchase orders, vendor information, and invoice reconciliation
• Help track expenses and provide administrative support for hotel accounting functions
• Assist managers with reports, spreadsheets, correspondence, and other administrative needs
• Communicate with vendors and hotel department leaders regarding invoices, orders, and documentation
• Help maintain employee files and other administrative records
• Provide general office and administrative support to the hotel leadership team
• Assist with additional projects and responsibilities as needed

What We’re Looking For

The ideal candidate will have:

• Strong organizational skills and attention to detail
• Basic accounting, bookkeeping, or invoice-processing experience preferred
• Experience with payroll or timekeeping systems preferred
• Comfortable working with Microsoft Excel, Word, email, and other computer-based systems
• Ability to learn new software and hotel systems
• Strong written and verbal communication skills
• Ability to manage multiple tasks and meet deadlines
• Dependable attendance and a professional attitude
• Ability to handle payroll, employee, and financial information with discretion and confidentiality

Hotel or hospitality experience is helpful, but not required. Candidates with administrative, accounting, bookkeeping, office management, purchasing, or payroll experience are encouraged to apply.

Why Join Our Team?

This is an excellent opportunity for someone who enjoys organization, problem-solving, and being an important part of a busy hotel operation. You’ll work closely with hotel leadership and gain exposure to multiple areas of the business, including accounting, purchasing, payroll, and hotel operations.

We are looking for someone who wants to become a trusted and valued member of our team—not simply someone to complete administrative tasks.

Education/Experience

• High school diploma/GED required
• Minimum of 1-3 years Administrative experience required
• Attention to detail and organized
• Hotel and Sales experience preferredn
• Proficient verbal and written communication skills
• Working knowledge of various computer programs such as Microsoft Word, Excel, Outlook, PowerPoint, and POS systems
• Ability and flexibility to work various shifts including nights, weekends, and holidays

Our company provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.