Executive Assistant & Project Coordinator

Kingsmill Resort; Williamsburg (VA); On-site; USD 42,000 - 62,000; Full time

Job summary

Kingsmill Resort in Williamsburg, VA is seeking an Executive Administrative Assistant to support the General Manager and executive team. The role includes calendar management, meeting coordination, travel arrangements, financial record keeping, and special projects.

You will handle confidential information, prepare presentations, and liaise with senior management and external contacts to maintain efficient operations.

Qualifications

• Flexible and able to maintain confidentiality about all aspects of the job
• Proficient with general office procedures
• Proficient in MS Office (Word, Excel, Outlook)
• Ability to learn property/department operations, policies and procedures
• Past project coordination experience
• Experience working with all levels of management

Responsibilities

• Schedule and organize complex activities including meetings, travel, conferences, and department events for the GM and executives
• Create, assemble and distribute meeting collateral; take and distribute minutes
• Produce visual presentations for the GM
• Maintain filing systems for the GM and department
• Prioritize large volumes of information and calls
• Manage social media responses for guest platforms
• Sort and distribute mail; draft responses when needed
• Answer phones and coordinate with other assistants
• Coordinate with internal departments and external agencies at high levels
• Lead special projects as needed by the GM
• Manage postal meter and month-end postage reports
• Prepare business documents and proofread for accuracy
• Support market data analysis and finances in routine tasks
• Arrange guest reservations and VIP visits
• Maintain calendars and update org charts and meeting schedules
• Prepare monthly reports and manage donation logs
• Maintain vehicle fleet records and registrations
• Handle corporate accounts with suppliers and guest systems
• Assist departments with projects and other duties

Skills

Interpersonal skills

Organizational skills

Confidentiality

Task prioritization

Professional appearance

Adaptability

Attention to detail

Communication

Multitasking

Education

High School Diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Kingsmill Resort in Williamsburg, VA is seeking an Executive Administrative Assistant to support the General Manager and executive team. The role includes calendar management, meeting coordination, travel arrangements, financial record keeping, and special projects.

You will handle confidential information, prepare presentations, and liaise with senior management and external contacts to maintain efficient operations.