Executive Assistant

Acqualina Resort & Residences on the Beach; Florida; On-site; USD 85,000 - 135,000; Full time

Job summary

Acqualina Resort & Residences on the Beach in Florida seeks an Executive Assistant to the CEO who will balance strategic initiatives with high-level administrative duties, coordinating financial and administrative activities, research, and premier events.

The role emphasizes AI-enabled productivity, accurate reporting, and thoughtful calendar management, requiring 5–10 years supporting C-suite leaders in luxury hospitality or related sectors.

Qualifications

• Bachelor's degree in a related field is required.
• 5–10 years of C-suite support experience.
• Experience coordinating executive meetings and VIP events.
• Experience assisting with accounting and financial reporting.
• Proficiency in AI tools and productivity platforms.

Responsibilities

• Provide high-level support to the CEO and manage executive priorities.
• Coordinate financial and administrative activities and reporting.
• Conduct independent research and prepare executive summaries.
• Plan and coordinate high-profile events and travel itineraries.
• Leverage AI to improve productivity, reporting and decision-making.
• Prepare board presentations and meeting notes; track action items.

Skills

Executive support

Calendar management

Financial reporting

Research analysis

Event coordination

AI productivity

Budget tracking

Vendor liaison

Confidentiality

Education

Bachelor's degree

PM certification

AI certifications

Tools

QuickBooks

Microsoft Excel

Microsoft Dynamics

Oracle

SAP

Job description

WE PREPARE, INSPIRE, EMPOWER, ENTRUST IN YOU!

We are committed to invest in our people to develop a happy and prosperous future. We support you every step of the way in your career journey and offer benefits and unique learning and development opportunities that include:

For an executive assistant supporting a CEO or senior executive—particularly in a luxury hospitality, real estate, or branded residences organization—the role should be significantly more strategic than a traditional administrative assistant. The ideal candidate should function as a project coordinator, research analyst, executive administrator, and AI-enabled productivity specialist.

Executive Assistant – Accounting, Research, Events & AI

Position Summary

The Executive Assistant will provide high-level support to the CEO by managing executive priorities, coordinating financial and administrative activities, conducting research, organizing high-profile events, and leveraging artificial intelligence (AI) to improve productivity, reporting, and decision-making. The individual must be exceptionally organized, analytical, proactive, and able to manage multiple confidential projects simultaneously.

Qualifications

Education

• Bachelor's degree in Business Administration, Finance, Accounting, Hospitality Management, Communications, or related field.
• Project Management certification (preferred).
• AI or technology certifications (preferred).

Experience

• 5–10 years supporting C-suite executives.
• Proven experience coordinating executive meetings and VIP events.
• Experience assisting with accounting and financial reporting.

Core Competencies

Executive Support

• Complex calendar management
• Meeting preparation
• Board presentations
• Minute taking
• Executive follow-up and project tracking
• Budget tracking
• Expense management
• Credit card reconciliation
• Purchase orders
• Payroll coordination
• Understanding of accounting principles

Software

• QuickBooks (preferred)
• Microsoft Excel (advanced)
• Microsoft Dynamics, Oracle, SAP, or similar ERP systems

Research & Business Analysis

Ability to independently research topics including:

• Competitor analysis
• Luxury hospitality
• Branded residences
• Wellness and longevity
• Industry benchmarking

Should be capable of producing:

• Executive summaries
• Research reports
• Recommendation memos

Event Management

Experience organizing:

• Investor presentations
• Conferences
• International travel itineraries

Responsibilities include:

• Budget management
• Invitations
• RSVP tracking
• On-site coordination

AI Skills (Highly Preferred)

The ideal candidate should already be comfortable using AI as part of their daily workflow.

Required AI Knowledge

ChatGPT

• Writing and editing
• Research
• Executive summaries
• Meeting notes
• Presentation creation
• Data analysis
• Word drafting

AI Productivity Tools

• Notion AI
• Otter.ai
• Fireflies.ai
• Perplexity AI

Should understand:

• AI workflow automation
• AI-assisted research
• AI document creation
• Responsible use of AI and data confidentiality

Technical Skills

Expert knowledge of:

• Microsoft Office Suite
• Excel (advanced)
• PowerPoint
• Word
• Outlook
• Teams
• SharePoint
• Adobe Acrobat

Preferred:

• Asana
• Monday.com
• Smartsheet
• Trello
• Airtable

Personal Attributes

• Highly organized
• Strong attention to detail
• Exceptional written and verbal communication
• Excellent judgment
• Professional presence
• Strong business acumen
• Able to anticipate executive needs
• Handles confidential information with discretion
• Calm under pressure
• Strong follow-through
• Positive, service-oriented attitude

Key Performance Indicators (KPIs)

• Executive requests completed accurately and on time
• Calendar conflicts proactively resolved
• Financial reports submitted on schedule
• Research delivered with actionable recommendations
• Event execution within budget
• AI tools adopted to improve productivity
• Reduction in administrative turnaround time
• Accuracy of financial reconciliations
• Executive satisfaction with responsiveness and support

Preferred Characteristics

The ideal candidate:

• Thinks like a Chief of Staff while executing like an Executive Assistant.
• Is technologically curious and continuously learns new AI tools.
• Can independently research complex business topics and synthesize findings into executive-level recommendations.
• Anticipates needs before being asked and takes ownership of projects from initiation through completion.
• Possesses exceptional professionalism, discretion, and emotional intelligence.

This combination of executive support, financial administration, research capability, event management, and AI proficiency represents the profile of a modern Executive Assistant capable of supporting a CEO in a fast-paced, strategic organization.