Executive Admin Assistant

Westgate Resorts•Orlando, FL

2h•$18•Onsite

About The Position

The Executive Administrative Assistant will play a key role in ensuring the smooth functioning of the executive office at our commercial laundry facility by managing schedules, coordinating meetings, handling confidential information, and facilitating effective communication. This role contributes directly to the overall efficiency and productivity of the organization through proactive and professional administrative support. As an Executive Administrative Assistant, you will: Coordinate and manage executives’ calendars, including scheduling appointments, meetings, and travel arrangements Prioritize and organize daily schedules to optimize time management Serve as the primary point of contact for internal and external stakeholders, screening and managing communications on behalf of executives Draft, proofread, and edit correspondence, emails, and business documents Arrange and coordinate meetings, conferences, and events, ensuring all logistics are organized Prepare meeting agendas, materials, and take minutes as required Coordinate travel plans, including flights, accommodations, and ground transportation Create detailed travel itineraries for business trips Organize and maintain physical and electronic files with strict confidentiality Prepare and format reports, presentations, and documents Process expense reports, invoices, and support general office management Act as a liaison between the executive team and other departments Maintain a high level of confidentiality with sensitive information Anticipate challenges and proactively resolve administrative issues Assist with special projects and initiatives, including travel as required for event fulfillment Perform other duties as assigned To excel in this role, you must embody our core values of integrity, passion, and a strong work ethic. These values are essential to our success, and we are looking for someone who shares our commitment.

Requirements

A Perfectionist’s Execution: Keen attention to detail with the ability to track and manage multiple complex projects simultaneously with a high degree of quality and consistency.
Advanced Technical Proficiency: Skilled in the operation of modern office equipment and expert-level use of Microsoft Office (Outlook, Word, Excel, PowerPoint, Project, and Visio).
Systems Knowledge: Familiarity with SharePoint, Oracle Fusion, and ADP is preferred; ability to master new data entry and systems quickly.
Project Leadership: Demonstrated ability to coordinate and facilitate large administrative projects and meetings, ensuring all strict deadlines are met.
Professional Diplomacy: Excellent judgment and discretion when handling confidential information; ease in "managing up" and collaborating with team members at all levels.
Dynamic Communication: Superior verbal and written communication skills, including the ability to proof text and numerical entries and present information effectively to upper management.
Adaptability: A proactive, service-oriented, and easy-going personality with the ability to act efficiently on last-minute projects and remain calm under pressure.
Financial Literacy: Familiarity working with organizational budgets and the ability to apply mathematical concepts (fractions, percentages, and ratios) to practical situations.
Experience: Minimum of 5 years of stable experience in an Office Management or Executive Assistant role.
Education: High School Diploma/GED and an Associate’s Degree are required (Bachelor’s degree preferred).
Licensure: Must possess a valid Florida Driver’s License.
Analytical Ability: Strong reasoning skills to define problems, collect data, establish facts, and draw valid conclusions.
Physical Demands: Ability to sit for extended periods, use hands for fine motor tasks, and occasionally lift or move up to 50 lbs.
Eligibility: Must provide proof of eligibility to work in the United States and pass all required pre-employment screenings.

Nice To Haves

Industry Knowledge: Knowledge of Timeshare, hospitality, tourism, or construction is a plus.
Education: Bachelor’s degree preferred
Systems Knowledge: Familiarity with SharePoint, Oracle Fusion, and ADP is preferred; ability to master new data entry and systems quickly.

Responsibilities

Coordinate and manage executives’ calendars, including scheduling appointments, meetings, and travel arrangements
Prioritize and organize daily schedules to optimize time management
Serve as the primary point of contact for internal and external stakeholders, screening and managing communications on behalf of executives
Draft, proofread, and edit correspondence, emails, and business documents
Arrange and coordinate meetings, conferences, and events, ensuring all logistics are organized
Prepare meeting agendas, materials, and take minutes as required
Coordinate travel plans, including flights, accommodations, and ground transportation
Create detailed travel itineraries for business trips
Organize and maintain physical and electronic files with strict confidentiality
Prepare and format reports, presentations, and documents
Process expense reports, invoices, and support general office management
Act as a liaison between the executive team and other departments
Maintain a high level of confidentiality with sensitive information
Anticipate challenges and proactively resolve administrative issues
Assist with special projects and initiatives, including travel as required for event fulfillment
Perform other duties as assigned

Benefits

Comprehensive health benefits – medical, dental and vision
Paid Time Off (PTO) – vacation, sick, and personal
Paid Holidays
401K with generous company match
Get access to your pay as you need it with our Daily Pay benefit
Family benefits including pregnancy, and parental leave and adoption assistance
Wellness Programs
Flexible Spending Accounts
Tuition Assistance
Military Leave
Employee Assistance Program (EAP)
Life, Disability, Accident, Critical Illness & Hospital Insurance
Pet Insurance
Exclusive discounts for Team Member (i.e., hotels, cruise, resorts, restaurants, entertainment, etc.)
Advancement & development opportunities
Community Involvement Programs