Executive Assistant

Tailwind Hospitality, Inc.; Wilmington (NC); On-site; USD 65,000 - 90,000; Full time

Job summary

Tailwind Hospitality is seeking an experienced Executive Assistant to support the executive leadership team, coordinating calendars, travel, and meetings in a fast-paced environment.

The role focuses on organizing meetings, preparing materials, and ensuring follow-up, while maintaining discretion with confidential information.

The successful candidate will thrive in an entrepreneurial setting, manage multiple priorities, and help the leadership team run efficiently across departments and events.

Qualifications

• 5+ years of experience as an Executive Assistant or similar role supporting senior executives.
• Experience supporting multiple executives simultaneously is strongly preferred.
• Exceptional organizational and time-management skills with the ability to manage numerous priorities at once.
• Strong calendar management and travel coordination experience.
• Excellent written and verbal communication skills.
• High level of discretion, professionalism, and sound judgment.
• Comfort interacting with senior executives, board members, partners, and employees at all levels.
• Ability to anticipate needs, solve problems independently, and follow through without significant oversight.
• Strong attention to detail while understanding broader business priorities.
• Comfort operating in a fast-moving, entrepreneurial environment where priorities can change quickly.
• Advanced proficiency with Microsoft Office and collaboration tools; AI tools a plus.
• Hospitality, restaurant, travel, aviation, or multi-unit operating company experience is helpful but not required.

Responsibilities

• Manage and coordinate calendars, meetings, appointments, and scheduling for members of the executive leadership team.
• Coordinate executive travel, including flights, hotels, ground transportation, itineraries, and changes during travel.
• Organize executive leadership meetings, board meetings, company meetings, and other important internal and external meetings.
• Prepare meeting agendas, materials, presentations, and other documents and help ensure appropriate follow-up on action items.
• Serve as a central point of coordination between members of the executive team and other departments across the company.
• Assist executives in prioritizing meetings, requests, deadlines, and commitments.
• Coordinate communications with employees, business partners, airport representatives, vendors, board members, and other external parties.
• Prepare and edit correspondence, presentations, reports, and other executive-level materials.
• Assist with expense reports, invoices, travel expenses, and other administrative processes.
• Maintain organized electronic files and executive-level records.
• Coordinate visitors, interviews, leadership events, team meetings, and occasional company functions.
• Track key follow-up items and help ensure commitments and deadlines do not fall through the cracks.
• Own and maintain recurring executive-team meeting schedules, action-item tracking, and follow-up processes.
• Provide broader support for company events, leadership offsites, board-related logistics, and other cross-functional initiatives.
• Support special projects and research requested by members of the executive team.
• Identify opportunities to improve administrative processes and efficiency.
• Handle confidential business and personnel matters with professionalism and discretion.
• Perform other executive and administrative support responsibilities as needed.

Skills

5+ years experience

Organizational skills

Time management

Calendar management

Travel coordination

Communication skills

Discretion

Problem solving

Detail orientation

Adaptability

Office etiquette

Tools

Microsoft Outlook

Word

PowerPoint

Excel

Teams

Job description

Full-Time

Company

Tailwind Hospitality

Department

Status

Full-Time

About Tailwind

Tailwind Hospitality is a growing hospitality company specializing in food & beverage, retail, vending, and related services in airports across the United States. We operate in a fast-paced, entrepreneurial environment where our leadership team works closely together to support our operations, employees, airport partners, and continued growth.

We are looking for an experienced, highly organized Executive Assistant to support our executive leadership team. This is an important, highly visible role within Tailwind and an opportunity for someone who enjoys bringing structure, organization, and follow-through to a busy executive environment.

The Role

The Executive Assistant will provide administrative, organizational, and coordination support across Tailwind's executive leadership team. Rather than supporting a single executive, this individual will help coordinate the broader leadership team, manage competing priorities, and ensure important meetings, travel, communications, and follow-up items are handled effectively.

In addition to core executive support, the full-time Executive Assistant will take broader ownership of leadership-team coordination, meeting cadence, office and event logistics, follow-up tracking, and special projects that help the executive team operate efficiently.

The successful candidate will be proactive, resourceful, comfortable working independently, and able to anticipate needs rather than simply react to requests. This person will regularly work with confidential and sensitive information and must demonstrate excellent judgment and discretion.

Key Responsibilities

• Manage and coordinate calendars, meetings, appointments, and scheduling for members of the executive leadership team.
• Coordinate executive travel, including flights, hotels, ground transportation, itineraries, and changes that arise during travel.
• Organize executive leadership meetings, board meetings, company meetings, and other important internal and external meetings.
• Prepare meeting agendas, materials, presentations, and other documents and help ensure appropriate follow-up on action items.
• Serve as a central point of coordination between members of the executive team and other departments across the company.
• Assist executives in prioritizing meetings, requests, deadlines, and commitments.
• Coordinate communications with employees, business partners, airport representatives, vendors, board members, and other external parties.
• Prepare and edit correspondence, presentations, reports, and other executive-level materials.
• Assist with expense reports, invoices, travel expenses, and other administrative processes.
• Maintain organized electronic files and executive-level records.
• Coordinate visitors, interviews, leadership events, team meetings, and occasional company functions.
• Track key follow-up items and help ensure commitments and deadlines do not fall through the cracks.
• Own and maintain recurring executive-team meeting schedules, action-item tracking, and follow-up processes.
• Provide broader support for company events, leadership offsites, board-related logistics, and other cross-functional initiatives.
• Support special projects and research requested by members of the executive team.
• Identify opportunities to improve administrative processes and make the executive team more organized and efficient.
• Handle confidential business and personnel matters with a high degree of professionalism and discretion.
• Perform other executive and administrative support responsibilities as needed.

What We're Looking For

• 5+ years of experience as an Executive Assistant, Senior Administrative Assistant, Office Manager, or similar role supporting senior executives.
• Experience supporting multiple executives simultaneously is strongly preferred.
• Exceptional organizational and time-management skills with the ability to manage numerous priorities at once.
• Strong calendar management and travel coordination experience.
• Excellent written and verbal communication skills.
• High level of discretion, professionalism, and sound judgment.
• Comfort interacting with senior executives, board members, customers, business partners, and employees at all levels of an organization.
• Ability to anticipate needs, solve problems independently, and follow through without significant oversight.
• Strong attention to detail while still understanding the broader priorities of the business.
• Comfort operating in a fast-moving, entrepreneurial environment where priorities can change quickly.
• Advanced proficiency with Microsoft Outlook, Word, PowerPoint, Excel, and Teams.
• Experience with modern productivity and AI tools is a plus.
• Hospitality, restaurant, travel, aviation, or multi-unit operating company experience is helpful but not required.

The Person Who Will Thrive in This Role

You are someone who naturally creates order from complexity. You like knowing where everyone needs to be, what needs to happen next, and what might otherwise get missed.

You are comfortable reminding senior executives about commitments, resolving scheduling conflicts, making judgment calls, and taking ownership of details without needing to be asked repeatedly. You are equally comfortable coordinating a board meeting, changing a flight at the last minute, preparing materials for an executive meeting, or tracking down an outstanding follow-up item.

Most importantly, you understand that great executive support is not simply administrative - it is about helping the leadership team use its time more effectively and keeping the organization moving.

Schedule

This is a full-time position supporting a dynamic executive leadership team. The successful candidate should be comfortable with a schedule that generally follows normal business hours while maintaining reasonable flexibility for occasional early meetings, travel changes, board meetings, executive events, or other time-sensitive needs.

Why Tailwind

Tailwind offers the opportunity to work directly with the senior leadership team of a growing company in a dynamic industry. The role will have visibility across the organization and the ability to make a meaningful impact by helping our leadership team operate more efficiently and effectively.