Reports To: President and Company Executives
Position Summary
The Executive Support Manager serves as a trusted partner to the company executives, providing the highest level administrative, operational, and project support while ensuring the smooth operation of the corporate office. This highly connected and visible role requires a self-directed, proactive professional who can independently manage competing priorities, anticipate needs, and maintain exceptional attention to detail with consistent follow through.
The ideal candidate thrives in a fast-paced environment, enjoys managing complex administrative responsibilities, and consistently looks for ways to improve processes, increase efficiency, and support organizational growth. This position requires a strong sense of ownership, outstanding organizational skills, professional judgment, discretion with confidential information, and the ability to build positive relationships across all levels of the organization.
Success in this role requires someone who is highly organized, technologically proficient, and capable of managing numerous projects, communications, and follow-ups while maintaining a friendly, professional, and service-oriented approach. This role is ideal for someone who takes pride in being the organizational hub of a growing company and finds satisfaction in helping executives and teams operate at their highest levels.
Essential Duties and Responsibilities:
- Provide high-level administrative support to the company executives including CEO, President, CFO, COO, and CDO, along with others as needed.
- Manage complex executive calendars, including scheduling, prioritization, conflict resolution, and coordination across multiple stakeholders.
- Prepare professional correspondence, reports, agendas, minutes, and executive communications with the office, hotel properties and external stakeholders.
- Track action items, commitments, deadlines, and follow-up activities to ensure timely completion and accountability, with regard for urgency and importance.
- Maintain confidential company information with the highest level of discretion.
- Oversee daily office operations, reception and administrative functions.
- Maintain accurate records, files, contracts, and document retention systems.
- Develop systems and processes that improve organization, visibility, and tracking.
- Continuously evaluate administrative tools to improve productivity and efficiency.
- Microsoft 365 Suite (Outlook, Word, Excel, Teams, OneDrive, and SharePoint)
- Advanced Outlook calendar management, delegation and executive scheduling
- Project management software such as Planner, Smartsheet, or similar platforms
- Ability to quickly learn and effectively utilize new software platforms and systems
Key Success Characteristics – The ideal candidate will be:
- Highly organized and relentless about seeing tasks through to completion.
- Self-directed and proactive, rather than reactive, at anticipating needs.
- Able to build strong working relationships across the organization.
- Able to always maintain confidentiality and professionalism.
- Comfortable managing numerous moving pieces simultaneously.
- Effective communicator with the ability to quickly adapt to new technologies.
Qualifications:
- Minimum 5+ years of executive administrative support, executive assistant, office management, or related experience supporting senior leadership.
- Experience supporting multiple executives and managing competing priorities.
- Strong written and verbal communication skills with a professional and polished demeanor that reflects a customer service orientation.
- Demonstrated ability to handle confidential information with discretion.
- Exceptional organizational, time management, and project coordination skills with the ability to manage multiple priorities simultaneously.
- Proficiency in Microsoft Office, including Word, Excel, Outlook, and Teams.
- Experience coordinating meetings, travel, events, and executive calendars.
- Ability to work independently, with sound judgment, and proactively solve problems.
- Ability to maintain flexibility and respond effectively in a fast-paced environment.
- Ability to build effective working relationships with executives, property-level teams, and external business partners and vendors.
Supervisory Responsibilities
This job has no supervisory responsibilities.