Executive Assistant

XANTERRA TRAVEL COLLECTION; Greenwood Village (CO); On-site; USD 39,000 - 48,000; Full time

Benefits offered by this job

Medical, Dental & Vision

HSA & FSA

PTO and paid Holidays

401(k) with Company Match

Transit pass

Employee Discounts & Travel Deals

Job summary

Xanterra Travel Collection in Greenwood Village, Colorado is seeking an Executive Assistant to support the Chief Commercial Officer and Chief Information Officer. This role requires anticipating needs, exercising judgment, and representing both offices with polish and discretion.

You will manage calendars, coordinate travel, prepare briefing materials, and support meetings and reporting across Commercial and Technology teams.

Qualifications

• 5+ years supporting C-suite or senior executives.
• Excellent written and verbal communication; strong judgment.
• Ability to manage two fast-moving departments with discretion.
• Experience with travel coordination and calendar management.

Responsibilities

• Manage complex calendars for two executives and prioritize by business impact.
• Coordinate domestic and international travel itineraries.
• Prepare expense reports with accuracy and oversight.
• Draft correspondence and maintain confidentiality across sensitive materials.

Skills

C-suite support

Calendar management

Communication skills

Budget/expense tracking

AI tools familiarity

Tools

Microsoft Outlook

PowerPoint

Word

Excel

Copilot

ChatGPT

Claude

Job description

Overview

Join the Xanterra Travel Collection team:

Xanterra Travel Collection is a premier group of travel and leisure businesses with a focus on sustainability and exceptional service. Headquartered in Greenwood Village, Colorado, we operate iconic properties and services in stunning locations worldwide, including lodging, food and beverage, Windstar Cruises, short-line railroads, and adventure travel. We are dedicated to creating unforgettable experiences for our guests and providing transformative career opportunities for our team members.

Job Summary

We are seeking a motivated Executive Assistant to join our team in Greenwood Village, Colorado! This role is the strategic right hand to two C-suite executives — the Chief Commercial Officer and Chief Information Officer whose functions increasingly intersect on revenue, distribution, digital, and technology-enabled guest experience initiatives. We're looking for a highly functioning, self-directed professional who anticipates needs before being asked, exercises sound judgment under ambiguity and operates as a trusted extension of both executives. This is not a purely clerical role: it requires someone who can manage complexity across two fast-moving departments, protect executive time and focus, and represent both offices with polish and discretion.

Responsibilities

Executive Calendar, Travel & Priority Management

• Proactively manage complex, often-competing calendars for the CCO and CIO, resolving conflicts and prioritizing based on business impact — not just first-come, first-served.
• Anticipate scheduling needs around board meetings, budget cycles, and property visits; build in prep and travel-buffer time.
• Coordinate complex domestic and international travel itineraries, adjusting in real time as plans shift.
• Prepare, reconcile, and submit expense reports with a high degree of accuracy and minimal oversight.

Communication & Stakeholder Coordination

• Serve as a professional first point of contact for both offices, screening and triaging inquiries from senior leaders, and external partners.
• Draft, proofread, and manage correspondence on behalf of both executives, matching tone and intent.
• Track commitments and follow-ups made in meetings, keeping both executives ahead of deadlines.
• Build and maintain relationships across the Commercial and Technology organizations to keep information flowing smoothly between the two offices.

Meeting & Project Support

• Own end-to-end logistics for leadership meetings, offsites, and department summits — venue, catering, A/V, materials, and on-site execution.
• Track action items and deliverables across cross-functional Commercial and Technology initiatives, flagging risks to timelines proactively.
• Prepare agendas and briefing materials in advance so both executives walk into meetings well prepared.

Presentations, Reporting & Documentation

• Coordinate building polished, board- and executive-ready PowerPoint presentations, translating rough notes or bullet points into a clear, professional narrative.
• Maintain and organize Excel-based tracking tools, dashboards, and reports for both departments.
• Manage version control and edits on shared decks and documents, ensuring a single source of truth.

Confidentiality, Discretion & Judgment

• Regularly handle sensitive commercial and technology information — competitive strategy, personnel matters, budget data, board materials with absolute discretion.
• Use independent judgment to determine what warrants immediate executive attention versus what can be handled directly or delegated.

Qualifications

• 5+ years supporting C-suite or senior executives, ideally across more than one function or department simultaneously.
• Advanced proficiency in Microsoft Outlook, PowerPoint, Word, Excel, Copilot and other AI tools such as ChatGPT and Claude; comfortable picking up new tools and platforms quickly.
• Exceptional written and verbal communication skills, with strong judgment on tone for different audiences (board, executive, vendor).
• Demonstrated ability to manage multiple, shifting priorities across two demanding executives without dropping details.
• Experience supporting a technology or commercial/marketing function is a plus but not required.

The Ideal Candididate is:

• A true self-starter who identifies what needs to happen and does it without waiting to be asked.
• Proactive rather than reactive, consistently a step ahead of both executives' needs.
• High functioning under pressure, calm and organized when priorities shift quickly.
• Resourceful and solution-oriented, comfortable making decisions in ambiguous situations.
• Discreet and trustworthy, with unquestionable judgment around confidential information.
• Collaborative, building genuine working relationships across two distinct department cultures.

Compensation:

The wage range is $28 - $35 per hour depending on experience.

Benefits:

For full-time employees, Xanterra offers a comprehensive benefits package including: Medical, Dental & Vision; HSA & FSA; Life & Disability; Accident, Hospital & Critical Illness; Pet Insurance; PTO and paid Holidays; 401(k) with Company Match; Employee Assistance Plan; Education Assistance; RTD-Denver transit pass for in-office employees, and Employee Discounts & Travel Deals.

Xanterra Travel Collection is committed to a diverse and inclusive workplace. We are an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, pregnancy, genetic information, protected veteran status, or any other legally protected status.