Executive Coordinator, (Full Time)

Rebel Hotel Company; Santa Barbara (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

The Executive Administrative Coordinator at El Encanto provides organized, responsive, and professional administrative support to the General Manager and Executive Team. Serving as a central point of coordination for executive schedules, meetings, communications, projects, and property priorities, this role helps ensure the Executive Office operates efficiently and effectively.

The ideal candidate is highly organized, proactive, service-oriented, and comfortable working with senior leadership in

Qualifications

• Experience providing administrative support to senior leadership.
• High level of discretion and professionalism.
• Strong written and verbal communication skills.

Responsibilities

• Provide day-to-day administrative support to the General Manager and Executive Team, including calendars, meetings, appointments, and travel arrangements.
• Prepare agendas, presentations, correspondence, reports, and meeting materials; capture action items and coordinate follow-up.
• Support preparation and logistics for Executive Committee meetings, VIP visits, leadership events, and property activities.
• Track priorities, deadlines, requests, and projects to ensure timely completion.

Skills

Executive support

Communication

Organizational skills

Education

Bachelor's degree (preferred)

Tools

Office suite

Calendar tools

Job description

The Executive Administrative Coordinator provides organized, responsive, and professional administrative support to El Encanto’s General Manager and Executive Team. Serving as a central point of coordination for executive schedules, meetings, communications, projects, and property priorities, this role helps ensure the Executive Office operates efficiently and effectively.

The ideal candidate is highly organized, proactive, service-oriented, and comfortable working with senior leadership in a fast-paced luxury hospitality environment. This position requires excellent communication skills, attention to detail, discretion, and the ability to manage multiple priorities with professionalism.

Main Duties & Responsibilities

Executive Administration & Coordination

• Provide day-to-day administrative support to the General Manager and Executive Team, including calendars, meetings, appointments, property visits, travel arrangements, and executive scheduling.
• Prepare agendas, presentations, correspondence, reports, meeting materials, and other executive documentation; capture action items and coordinate appropriate follow-up.
• Support preparation and logistics for Executive Committee meetings, ownership and VIP visits, leadership events, and other important property activities.
• Track executive priorities, deadlines, requests, and special projects to help ensure timely completion and effective follow-through.

Communication & Executive Office Support

• Serve as a professional point of contact for the Executive Office, coordinating communications and appropriately directing inquiries from team members, guests, vendors, ownership representatives, and business partners.
• Draft and format executive communications, memoranda, presentations, notices, and other correspondence while maintaining a high degree of accuracy and professionalism.
• Handle confidential business, personnel, and operational information with discretion and sound judgment.
• Assist with leadership meetings, property events, recognition activities, and other Executive Team initiatives.

Organization & Property Support

• Maintain organized systems for executive records, projects, recurring meetings, operational priorities, and important property deadlines.
• Compile information and prepare reports, spreadsheets, presentations, and summaries for leadership review.
• Coordinate with department leaders to gather information, support property-wide initiatives, and facilitate communication and follow-through across the hotel.
• Identify opportunities to improve Executive Office organization, administrative processes, communication, and workflow.