Executive Assistant

LuLu Buffett; Gulf Shores (AL); On-site; USD 28,000 - 48,000; Part time

Benefits offered by this job

Employee discounts

Growth and development opportunities

Job summary

LuLu Buffett seeks an experienced Executive Assistant (part-time) to support the Leadership Team. The role requires proactive organization, discretion, and excellent communication as you manage calendars, travel, emails, and day-to-day operations to keep tasks and projects on track.

You will coordinate meetings, handle expense reporting with the finance team, and assist with special initiatives. Strong multitasking and professionalism are essential in a hospitality environment.

Qualifications

• Experience supporting senior leadership, ideally in hospitality or related industry.
• 5-10 years administrative support within a fast-paced environment.
• Ability to pass pre-employment background check and drug screening process.

Responsibilities

• Manage and organize meetings and appointments for Leadership Team.
• Coordinate internal and external meetings, ensuring seamless scheduling and preparation.
• Research, book, and coordinate travel arrangements, including flights, accommodations, ground transportation, and itineraries.
• Ensure all travel plans are executed and troubleshoot travel-related challenges.
• Work with the finance team to track expenses and provide relevant documentation, reconcile invoices for CFO.
• Maintain records for expense reports and reimbursement submissions.
• Gatekeeper for communications; prepare documents, reports, and meeting materials; handle confidential information discreetly.
• Assist with special projects and initiatives; conduct research to support decision-making and strategy development; lead small projects and events.
• Liaise with leadership, team members, and external partners; manage office operations and vendor coordination; provide admin support to leadership team.

Skills

Organizational skills

Written & verbal communication

Office software proficiency

Discretion & confidentiality

Tools

Microsoft Office Suite

Calendar management tools

Job description

Benefits:

• Employee discounts

We are seeking an experienced and detail-oriented Executive Assistant (part-time) to support leadership management. The ideal candidate is proactive and highly organized. This role requires effective communication skills, discretion while assisting in the day-to-day operations, including calendars, travel arrangements, and emails while ensuring that all tasks and projects are executed seamlessly.

Key Responsibilities

1. Calendar and Scheduling

• Manage and organize meetings and appointments for Leadership Team.
• Coordinate internal and external meetings, ensuring seamless scheduling and preparation.

2. Travel Coordination

• Research, book, and coordinate travel arrangements, including flights, accommodations, ground transportation, and itineraries.
• Ensure that all travel plans are executed without issue and troubleshooting any travel-related challenges as they arise.

3. Financial and Invoice Management

• Work with the finance team to track expenses and provide relevant documentation.
• Receive and reconcile various invoices to support CFO.
• Maintain accurate records for expense reports and reimbursement submissions.

4. Administrative and Operational Support

• Function as a gatekeeper, managing various forms of communication throughout the company.
• Prepare documents, reports, presentations, and meeting materials as requested.
• Manage sensitive and confidential information with the utmost discretion.

5. Project Management and Special Initiatives

• Assist with special projects and initiatives as directed.
• Conduct research on assorted topics to support decision-making and strategy development.
• Take the lead on managing small projects and events, ensuring they are executed successfully and on time.

6. Office and Team Coordination

• Liaise with leadership team, team members, and external partners to facilitate smooth communication.
• Manage office operations, supplies, and coordinate with vendors if required.
• Provide administrative support to other leadership team, as necessary.

Attributes:

• Proactive, with a strong sense of initiative and ability to work independently.
• Excellent interpersonal skills and professional demeanor.
• Strong critical thinking skills and adaptability in demanding environments.
• Ability to pivot quickly and adapt to changing priorities.
• Emotional Intelligence and Empathy: This helps manage relationships, understand others’ needs, and provides support with a high degree of tact, diplomacy, and empathy.

Typical Schedule:

• Part time

Benefits:

• Opportunity for growth and professional development.
• Employee discounts.

Qualifications:

• Experience supporting senior leadership, ideally in hospitality or in a related industry.
• 5- 10 years administrative support within a fast-paced environment.
• Ability to pass pre-employment background check and drug screening process.

Skills:

• Exceptional organizational and multitasking skills.
• Strong written and verbal communication abilities.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.
• Discretion and ability to manage confidential information sensitively.