Executive Office Manager

CoralTree Hospitality Group; Fort Lauderdale (FL); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Health benefits

Dental & Vision

401(k) plan

Paid time off

Employee assistance

Job summary

CoralTree Hospitality Group seeks an Executive Office Manager to support the luxury Pier Sixty-Six Resort leadership team in Fort Lauderdale. You will manage the Executive Office's day-to-day operations, calendars, communications, and confidential information with diplomacy and discretion.

You will coordinate with department heads, prepare executive materials, and assist with special projects, VIP events, and strategic initiatives in a fast-paced luxury environment.

Qualifications

• Bachelor's degree in Business Administration or related field.
• Experience in executive support, office management, or hospitality leadership.
• Strong organizational and time-management skills.

Responsibilities

• Manage day-to-day administrative operations for the Executive Office.
• Provide direct support to the Managing Director and other executives.
• Maintain executive calendars, meetings, and communications.
• Prepare agendas, reports, and executive materials.
• Coordinate meeting logistics and attendee communications.
• Maintain confidential documents and files.

Skills

Executive support

Office management

Hospitality leadership

Communication

Time management

Discretion

Professionalism

Education

Bachelor's degree in Business

Hospitality management

Tools

Microsoft Office

Job description

Overview

South Florida’s beacon of hospitality, Pier Sixty-Six Resort is returned to Fort Lauderdale. From the famed superyacht marina to the iconic spires of the rotating Pier-Top lounge, a new world of elevated experiences unfold around it. The lush 32-acre waterfront enclave will be home to the extraordinary luxury resort hosting 325 guest rooms, suites and villas, plus an exclusive collection of 91 Private Resort Residences, 12 restaurants and lounges, a luxurious spa, curated pool options and a waterfront promenade with retail and dining. Every space is impeccably designed to both inspire and relax. All met with exceptional service and refined touches that result in truly extraordinary experiences. The Resort assembles over 600 diverse and talented Team Members to bring Pier Sixty-Six to life and create a new legacy by providing memorable experiences and stellar service to our guests and residents. We aspire to create a caring culture for our team, with state-of-the-art facilities, a first-class employee dining room and most importantly a focus on you as an individual, including your welfare and wellbeing. Pier Sixty-Six invites dedicated, energetic and polished hospitality enthusiasts eager for growth and stardom to join our team, and enjoy highly competitive wages, comprehensive benefits and a culture that honors and respects you.

We’re currently seeking an Executive Office Manager to support our Leadership team. Our dream candidate is flexible, impeccably mannered, an effective collaborator, loves a challenge and is a true diplomat, with a genuine love of service and meeting new people.

The Executive Office Manager provides high-level administrative, organizational, and operational support to the executive leadership team at Pier Sixty-Six Resort. This position serves as a key liaison between the Executive Office, resort leadership, department heads, corporate partners, ownership representatives, and internal and external stakeholders.

The Executive Office Manager is responsible for maintaining the efficiency and organization of the Executive Office, managing confidential information, coordinating executive meetings and communications, supporting special projects, and ensuring timely follow-up on priorities and commitments.

The ideal candidate is highly organized, discreet, polished, proactive, and capable of managing multiple priorities in a fast-paced luxury hospitality environment. This individual must demonstrate exceptional judgment, professionalism, attention to detail, and the ability to anticipate the needs of senior leadership.

Responsibilities

Executive Office Administration

• Manage the day-to-day administrative operations of the Executive Office.
• Provide direct administrative support to the Managing Director, and other executive leaders as assigned.
• Maintain executive calendars, coordinate meetings, appointments, conference calls, and other commitments.
• Prepare meeting agendas, presentations, reports, correspondence, and other executive materials.
• Coordinate meeting logistics, including conference rooms, technology, catering, materials, and attendee communications.
• Maintain organized electronic and physical filing systems and ensure important documents are readily accessible.
• Track executive priorities, deadlines, follow-up items, and outstanding action items.
• Prepare daily, weekly, and monthly schedules and briefing materials as needed.
• Screen, prioritize, and appropriately route incoming communications and requests.

Executive Communication & Coordination

• Serve as a professional point of contact for the Executive Office and appropriately communicate with internal and external stakeholders.
• Coordinate communication between executive leadership and department heads to ensure information is shared accurately and timely.
• Draft and proofread executive correspondence, internal communications, announcements, presentations, and other documents.
• Follow up with leaders and departments regarding requested information, deliverables, and deadlines.
• Maintain a high level of professionalism and confidentiality when handling sensitive communications.

Meetings & Leadership Support

• Coordinate leadership meetings, executive committee meetings, operational meetings, and special projects.
• Prepare agendas and supporting materials and document meeting discussions, decisions, and action items when requested.
• Maintain action-item trackers and follow up with responsible leaders to ensure completion.
• Assist with the preparation of leadership presentations, business reviews, operational reports, and executive briefings.
• Coordinate executive leadership events, property visits, ownership visits, corporate meetings, and VIP engagements.

Special Projects

• Support executive leadership with special projects, strategic initiatives, and operational assignments.
• Conduct research, compile information, analyze data, and prepare summaries or recommendations as requested.
• Coordinate cross-functional projects involving multiple departments and stakeholders.
• Track project timelines, deliverables, and follow-up items.
• Identify potential issues or delays and proactively communicate them to executive leadership.
• Assist with property-wide initiatives, openings, renovations, special events, and other strategic projects.

Confidentiality & Discretion

• Handle confidential and sensitive information relating to employees, guests, business operations, financial matters, ownership, contracts, investigations, and executive leadership.
• Maintain strict confidentiality regarding executive discussions, personnel matters, business decisions, and proprietary information.
• Exercise sound judgment regarding information that may be shared, with whom it may be shared, and the appropriate method of communication.
• Maintain professional discretion at all times when interacting with employees, guests, vendors, ownership, and external partners.

Executive & VIP Support

• Assist with arrangements for VIP guests, ownership representatives, corporate executives, and other distinguished visitors.
• Coordinate special requests and ensure appropriate communication with relevant departments.
• Assist with executive travel arrangements, itineraries, transportation, dining reservations, meetings, and other logistics as needed.
• Support special events and executive functions hosted at the resort.
• Maintain awareness of important property activities, events, VIP arrivals, and leadership priorities.

Office & Document Management

• Maintain an organized and professional Executive Office environment.
• Manage office supplies, equipment, subscriptions, and administrative resources.
• Coordinate invoices, purchase orders, expense reports, and other administrative documentation as assigned.
• Maintain accurate records and databases related to executive activities and projects.
• Assist with budget tracking and administrative expense reconciliation when required.

Collaboration & Resort Operations

• Develop strong working relationships with department leaders and administrative teams throughout the resort.
• Maintain awareness of resort operations and understand how different departments interact to support the guest experience.
• Collaborate with People Services, Finance, Sales & Marketing, Operations, Food & Beverage, Rooms, Engineering, Security, and other departments as needed.
• Provide support during operational challenges, special projects, inspections, executive visits, and resort-wide initiatives.
• Demonstrate flexibility and willingness to assist with evolving business needs.

Qualifications

• Bachelor's degree in Business Administration, Hospitality Management, Communications, or a related field preferred.
• 5+ years of executive administrative, executive assistant, office management, or hospitality leadership experience, preferably within a luxury hotel, resort, or high-end service environment.
• Previous experience supporting senior executives, general managers, managing directors, ownership, or corporate leadership preferred.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to prepare professional executive presentations, reports, correspondence, and meeting materials.
• Strong attention to detail and follow-through.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Demonstrated ability to exercise discretion and independent judgment.
• Professional presence and excellent interpersonal skills.
• Ability to work effectively with executives, department heads, employees, guests, vendors, and external partners.
• Strong problem‑solving skills with the ability to anticipate needs and proactively address issues.
• Experience handling confidential and sensitive information.
• Luxury hospitality experience strongly preferred.

Core Competencies

• Executive Presence
• Confidentiality & Discretion
• Organization & Time Management
• Communication
• Attention to Detail
• Problem Solving
• Independent Judgment
• Relationship Management
• Project Coordination
• Professionalism
• Adaptability
• Luxury Service Mindset

Physical Requirements

• Ability to sit and work at a computer for extended periods of time.
• Ability to stand and walk throughout the resort and Executive Office as needed.
• Ability to frequently move throughout the property, including offices, meeting spaces, guest areas, restaurants, event spaces, and back‑of‑house areas.
• Ability to occasionally lift, carry, push, or pull office supplies, documents, equipment, and other materials weighing up to 25 pounds.
• Ability to bend, stoop, reach, and climb stairs as necessary to perform job duties.
• Ability to operate computers, telephones, mobile devices, printers, presentation equipment, and other standard office equipment.
• Ability to communicate effectively in person, by telephone, and electronically.
• Ability to work extended hours, evenings, weekends, and holidays when required by executive schedules, special events, VIP visits, or business needs.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Work Environment

This position works primarily in an office environment but requires frequent interaction throughout the resort and with various operational departments. The Executive Office Manager may be required to work in guest‑facing areas, meeting and event spaces, and outdoor areas of the property.

The position requires flexibility to adjust working hours based on executive schedules, resort operations, special events, ownership visits, and other business requirements.

Qualifications

Qualifications

• Bachelor's degree in Business Administration, Hospitality Management, Communications, or a related field preferred.
• 5+ years of executive administrative, executive assistant, office management, or hospitality leadership experience, preferred within a luxury hotel, resort, or high‑end service environment.
• Previous experience supporting senior executives, general managers, managing directors, ownership, or corporate leadership preferred.
• Exceptional organizational and time‑management skills.
• Strong written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to prepare professional executive presentations, reports, correspondence, and meeting materials.
• Strong attention to detail and follow‑through.
• Ability to manage multiple priorities and deadlines in a fast‑paced environment.
• Demonstrated ability to exercise discretion and independent judgment.
• Professional presence and excellent interpersonal skills.
• Ability to work effectively with executives, department heads, employees, guests, vendors, and external partners.
• Strong problem‑solving skills with the ability to anticipate needs and proactively address issues.
• Experience handling confidential and sensitive information.
• Luxury hospitality experience strongly preferred.

As a valued member of the CoralTree team, you'll receive a comprehensive benefits package that includes:

• Group medical, dental, vision, life, and disability benefits
• Participation in a pre‑tax flexible benefit plan for healthcare and dependent care reimbursement
• An employee assistance program
• Paid time off/sick time
• Participation in a 401(k) plan with a company match

Join us in creating unforgettable experiences for our guests, building vibrant communities, and shaping the future of travel and hospitality #piersixtysixresort