Executive Operations Coordinator

Extreme Hospitality; Pennsylvania; Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health insurance

401(k) retirement plan with company  匹

PTO

Hotel employee discounts

Job summary

Extreme Hospitality Management, LLC is seeking an Executive Operations Coordinator to work directly with the C-suite, providing comprehensive executive support and driving strategic initiatives across corporate and hotel teams.

You will manage calendars, coordinate events, develop professional presentations, conduct research, and assist with financial and operational reporting, reporting to senior leadership.

Qualifications

• Prior experience in an executive support or similar role.
• Excellent organizational skills with multitasking ability.
• Strong written and verbal communication; ability to draft professional reports.
• Proficiency with Microsoft Office applications (Outlook/Word/Excel/PowerPoint).
• Ability to travel approximately 10% of the time.

Responsibilities

• Provide comprehensive executive and administrative support to C-suite leaders.
• Manage calendars, coordinate meetings, appointments, and prioritization of commitments.
• Coordinate travel arrangements and related logistics (flights, hotels, transportation).
• Prepare meeting materials, agendas, correspondence, and follow-up communications.
• Assist with expense reporting, documentation, and recordkeeping; monitor action items.

Skills

Executive support

Administrative coordination

Project management

Hospitality knowledge

Communication skills

Tools

Outlook

Word

Excel

PowerPoint

Job description

Position Overview

Extreme Hospitality is seeking a highly organized, proactive, and resourceful Executive Operations Coordinator to work directly with the company's C-suite executives, providing comprehensive executive support while assisting with a diverse range of corporate initiatives, operational activities, and special projects.

This is not a traditional administrative-only position. We are looking for a dynamic individual who enjoys wearing multiple hats, thrives in a fast-paced environment, and is equally comfortable managing executive calendars, coordinating company events, preparing professional presentations, conducting research, and helping execute strategic initiatives.

The position will also provide cross-functional support across the organization, assisting with financial and operational reporting, performance analysis, commercial initiatives, and coordination between corporate departments and hotel teams.

The successful candidate will serve as a trusted resource to executive leadership, helping keep priorities organized, projects moving forward, and daily business activities running efficiently.

This position offers meaningful exposure to senior leadership, hotel operations, business development, and the strategic activities of a growing national hospitality organization.

Key Responsibilities

Executive & Administrative Support

• Provide comprehensive administrative and organizational support to the company's C-suite executives.
• Manage executive calendars, coordinate meetings, schedule appointments, and assist with prioritizing competing commitments.
• Coordinate travel arrangements, including flights, hotels, transportation, itineraries, and related logistics.
• Prepare meeting agendas, briefing materials, correspondence, and follow-up communications.
• Assist with expense reporting, document organization, recordkeeping, and other administrative functions.
• Monitor assigned action items, follow up on outstanding requests, and help ensure executive priorities remain on track.
• Serve as a liaison between executive leadership, corporate departments, property-level teams, ownership groups, and external business partners.
• Maintain the highest level of discretion and confidentiality when handling sensitive business information.

Special Projects & Business Support

• Support executive leadership on a broad range of special projects, strategic initiatives, and business priorities.
• Conduct research, gather information, and prepare summaries, reports, and business analyses to support executive decision-making.
• Assist in developing professional PowerPoint presentations, proposals, financial summaries, reports, and other executive-level materials.
• Compile, organize, and analyze financial, operational, and performance data to support corporate initiatives and business objectives.
• Assist with routine financial administration, reporting, expense tracking, and coordination of information between corporate departments and property-level teams.
• Support the preparation and coordination of business plans, budgets, forecasts, and periodic performance reporting.
• Assist with research, data collection, and reporting related to market trends, competitive positioning, business performance, and growth opportunities.
• Coordinate project timelines, track deliverables, and follow up with internal and external stakeholders to ensure timely completion.
• Assist with business development activities, including preparation of materials, research, and coordination of meetings and presentations.
• Take ownership of assigned ad hoc projects and help drive them through completion.

Hotel Operations & Corporate Initiatives

• Assist corporate leadership in coordinating new hotel management transitions, onboarding activities, and other operational initiatives.
• Support communication and coordination between corporate departments and hotel property teams.
• Help organize project information, track deadlines, and monitor key deliverables associated with hotel transitions and special assignments.
• Assist with gathering, organizing, and distributing hotel performance information, operational reports, and other key business metrics.
• Coordinate periodic reporting, meetings, and follow-up activities involving corporate leadership and property-level teams.
• Assist with cross-functional initiatives involving hotel operations, finance, sales, marketing, and other corporate disciplines.
• Support the execution and tracking of initiatives designed to improve hotel performance, operational efficiency, and overall profitability.
• Participate in select property visits, corporate meetings, and other business activities as needed.

Meetings, Events & Travel Coordination

• Assist in planning and executing corporate meetings, leadership conferences, retreats, and company events.
• Coordinate meeting venues, accommodations, transportation, catering, and related logistics.
• Prepare schedules, agendas, presentation materials, and attendee communications.
• Support executive travel and event participation, including occasional travel to company properties and industry functions.
• Coordinate with hotels, vendors, and external partners to ensure successful execution of meetings and events.
• Help ensure a professional, organized, and seamless experience for attendees and participants.

Qualifications & Experience

Required Qualifications

• Prior experience in an executive support, administrative, project coordination, business operations, or similar professional role.
• Exceptional organizational skills and the ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills, including the ability to draft polished business correspondence and professional reports.
• Proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.
• Strong analytical aptitude, comfort working with numbers, and the ability to organize and interpret business information.
• Strong attention to detail, sound judgment, and a high level of professionalism.
• Ability to work independently, anticipate needs, solve problems, and take initiative without constant direction.
• Comfort working in a dynamic environment where priorities and assignments may change quickly.
• Ability to maintain confidentiality and exercise discretion with sensitive information.
• Willingness and ability to travel approximately 10% of the time.

Preferred Qualifications

• Progressive experience in business administration, hospitality management, communications, finance, or a related field.
• Experience supporting senior executives or C-suite leadership.
• Background in hospitality, real estate, professional services, or another fast‑paced, service‑oriented industry.
• Experience preparing executive presentations, business reports, financial summaries, or analytical materials.
• Familiarity with financial reporting, budgeting processes, business performance metrics, or operational analysis.
• Experience with project management, event planning, or operational coordination.
• Interest in leveraging technology, automation, and AI‑enabled productivity tools to improve efficiency and streamline business processes.

What We're Looking For

Beyond experience and qualifications, we are looking for someone with the right attitude, work ethic, and approach to their responsibilities.

Our ideal candidate is:

• A versatile team player: Willing and able to jump between administrative responsibilities, analytical assignments, operational projects, and whatever else the day may bring.
• A self-starter: Someone who identifies what needs to be done, takes initiative, and follows through without requiring constant direction.
• Resourceful and solutions-oriented: Comfortable researching unfamiliar topics, finding answers, and developing practical solutions.
• Detail-oriented: Capable of managing the small details while understanding broader business objectives.
• Adaptable: Energized by variety, new challenges, and changing priorities.
• Analytically minded: Comfortable working with spreadsheets, reports, financial information, and business performance data.
• Professional and personable: Confident communicating with executives, hotel owners, business partners, and team members at all levels.
• Accountable and dependable: Takes ownership of assignments, meets deadlines, and consistently delivers high‑quality work.
• Eager to learn and grow: Interested in gaining exposure to different aspects of the business and taking on increasing responsibilities over time.

Compensation & Benefits

Extreme Hospitality offers a competitive compensation and benefits package, including:

• Competitive salary commensurate with experience and qualifications
• Employer-sponsored health insurance benefits
• Employer-sponsored 401(k) retirement plan with company match
• Paid time off (PTO)
• Hotel employee discounts and travel-related benefits
• Company-paid business travel expenses
• Opportunities for professional development and career advancement
• Direct exposure to executive leadership and meaningful involvement in company-wide initiatives

Why Join Extreme Hospitality?

At Extreme Hospitality, the Executive Operations Coordinator position offers an opportunity to do much more than manage schedules and administrative tasks.

You will work directly with senior leadership, gain firsthand exposure to the hospitality industry, participate in meaningful corporate projects, and contribute to the continued growth of an entrepreneurial organization.

No two days will look exactly alike. From supporting executive priorities and coordinating corporate events to assisting with hotel transitions, business reporting, and strategic initiatives, you will have the opportunity to make an impact across multiple areas of the company.

For someone who enjoys variety, takes pride in being the person others can count on, and wants to build a career with a growing company, this role offers an opportunity for professional growth and meaningful involvement in the business.

Extreme Hospitality Management, LLC is an Equal Opportunity Employer.