Senior Executive Assistant — Hospitality & Events

Acqualina Resort & Residences on the Beach; Florida; On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Competitive Wages

Medical, Dental, Vision Insurance

Life Insurance

401K Program

Paid Holidays and Vacation

Job summary

Acqualina Resort & Residences on the Beach is seeking an Assistant to support brand affiliates, residents and vendors, manage Executive Reports, Business Insights, Lease Management Files and Registration. The role requires strong organization, confidentiality and the ability to work in a fast-paced environment.

The candidate should have a college degree, English fluency, and experience with research, event planning and MS Office.

Qualifications

• College degree.
• AI and Chat GPT knowledge.
• Accounting knowledge.
• Experience in research and event planning.
• Fluency in English. Strong written, verbal and non-verbal communication.
• Advanced skills / Experience with Outlook and Microsoft Office (Word/Excel/PowerPoint)
• Previous experience in hospitality industry.

Responsibilities

• Arrange meetings and events including logistics, venue, bookings and material preparation.
• Assist with the enhancement & replacement of all technology platforms for customer journeys.
• Coordinate executive and ownership meetings and appreciation gatherings.
• Respond to inquiries with acceptance or declines as needed.
• Maintain confidentiality and security of specified resort information, correspondence, reports and files.
• Assist residents and hotel program unit owners as needed.
• Procure luxury FFE items as needed.
• Process invoices/expenses as needed.
• Assist with Press/Media/Photo & Video shoot Related Requests.

Skills

AI and Chat GPT knowledge

Fluency in English (spoken)

Strong written, verbal and non-verbal沟

Experience in research and event 

Accounting knowledge

Outlook & Microsoft Office (Word/Excel

Education

College degree

Tools

Outlook

Microsoft Office (Word/Excel/PowerPoint)

Job description

WE PREPARE, INSPIRE, EMPOWER, ENTRUST IN YOU!

We are committed to invest in our people to develop a happy and prosperous future. We support you every step of the way in your career journey and offer benefits and unique learning and development opportunities that include:

Competitive Wages• Medical, Dental, Vision Insurance• Life Insurance• 401K Program • Paid Holidays and Vacation

For an executive assistant supporting a CEO or senior executive—particularly in a luxury hospitality, real estate, or branded residences organization—the role should be significantly more strategic than a traditional administrative assistant. The ideal candidate should function as a project coordinator, research analyst, executive administrator, and AI-enabled productivity specialist.

Executive Assistant – Accounting, Research, Events & AI

Position Summary

The Executive Assistant will provide high-level support to the CEO by managing executive priorities, coordinating financial and administrative activities, conducting research, organizing high-profile events, and leveraging artificial intelligence (AI) to improve productivity, reporting, and decision-making. The individual must be exceptionally organized, analytical, proactive, and able to manage multiple confidential projects simultaneously.

Qualifications

Education

• Bachelor's degree in Business Administration, Finance, Accounting, Hospitality Management, Communications, or related field.
• Project Management certification (preferred).
• AI or technology certifications (preferred).

Experience

• 5–10 years supporting C-suite executives.
• Experience in luxury hospitality, real estate development, finance, or professional services preferred.
• Proven experience coordinating executive meetings and VIP events.
• Experience assisting with accounting and financial reporting.

Core Competencies

Executive Support

• Complex calendar management
• Travel coordination
• Meeting preparation
• Board presentations
• Confidential correspondence
• Minute taking
• Executive follow-up and project tracking

Accounting & Financial Administration

• Budget tracking
• Invoice processing
• Expense management
• Credit card reconciliation
• Purchase orders
• Financial reporting
• Payroll coordination
• Vendor management
• Excel financial analysis
• Understanding of accounting principles

Software

• QuickBooks (preferred)
• Microsoft Excel (advanced)
• Microsoft Dynamics, Oracle, SAP, or similar ERP systems

Research & Business Analysis

Ability to independently research topics including:

• Competitor analysis
• Market trends
• Luxury hospitality
• Branded residences
• Wellness and longevity
• Investment opportunities
• Industry benchmarking
• Financial data
• Vendor comparisons

Should be capable of producing:

• Executive summaries
• Research reports
• PowerPoint presentations
• Recommendation memos

Event Management

Experience organizing:

• Executive dinners
• Board meetings
• Investor presentations
• VIP guest experiences
• Conferences
• Corporate events
• Hotel site visits
• International travel itineraries

Responsibilities include:

• Budget management
• Vendor negotiations
• Invitations
• RSVP tracking
• Event logistics
• Production schedules
• On-site coordination

AI Skills (Highly Preferred)

The ideal candidate should already be comfortable using AI as part of their daily workflow.

Required AI Knowledge

ChatGPT

• Writing and editing
• Research
• Executive summaries
• Meeting notes
• Presentation creation
• Data analysis
• SOP development

Microsoft Copilot

• Excel automation
• Word drafting
• Outlook email management
• PowerPoint generation

AI Productivity Tools

• Notion AI
• Otter.ai
• Fireflies.ai
• Grammarly
• Perplexity AI
• Claude (preferred)
• Canva AI

Should understand:

• Prompt engineering
• AI workflow automation
• AI-assisted research
• AI meeting summaries
• AI document creation
• Responsible use of AI and data confidentiality

Technical Skills

Expert knowledge of:

• Microsoft Office Suite
• Excel (advanced)
• PowerPoint
• Word
• Outlook
• Teams
• SharePoint
• Adobe Acrobat

Preferred:

• Asana
• Monday.com
• Smartsheet
• Trello
• Airtable
• Salesforce

Personal Attributes

• Highly organized
• Strong attention to detail
• Exceptional written and verbal communication
• Excellent judgment
• Professional presence
• Strong business acumen
• Resourceful problem solver
• Able to anticipate executive needs
• Handles confidential information with discretion
• Calm under pressure
• Strong follow-through
• Positive, service-oriented attitude

Key Performance Indicators (KPIs)

• Executive requests completed accurately and on time
• Calendar conflicts proactively resolved
• Financial reports submitted on schedule
• Research delivered with actionable recommendations
• Event execution within budget
• AI tools adopted to improve productivity
• Reduction in administrative turnaround time
• Accuracy of financial reconciliations
• Executive satisfaction with responsiveness and support

Preferred Characteristics

The ideal candidate:

• Thinks like a Chief of Staff while executing like an Executive Assistant.
• Is technologically curious and continuously learns new AI tools.
• Can independently research complex business topics and synthesize findings into executive-level recommendations.
• Anticipates needs before being asked and takes ownership of projects from initiation through completion.
• Possesses exceptional professionalism, discretion, and emotional intelligence.

This combination of executive support, financial administration, research capability, event management, and AI proficiency represents the profile of a modern Executive Assistant capable of supporting a CEO in a fast-paced, strategic organization.