Executive Administrative Assistant

Maya Hospitality Group•Charlotte, NC

1d•Hybrid

About The Position

Maya Hotels is seeking a dynamic Executive Administrative Assistant to provide administrative support to the CEO, President, and the VP of Operations when needed. This role is ideal for an efficient and results-oriented professional with a passion for hospitality who thrives in a fast-paced environment and enjoys working with top hospitality brands.

Requirements

Bachelor’s degree in business administration, or a related field. Associate’s degree with relevant experience considered.
1+ years in administrative roles, hospitality industry preferred but not required.
Proficiency in Microsoft Office (e.g., Excel, Word) and Google Workspace.
Strong organizational skills with the ability to multitask and manage priorities effectively.
Strong interpersonal and teamwork skills to coordinate across executives.
Excellent written and verbal communication skills.
Ability to anticipate needs proactively.
Self-motivated, and problem-solving abilities.
Ability to handle sensitive information with discretion and integrity.
Ability to sit for extended periods of time.
Frequent use of hands for typing, writing, and handling office equipment.
Occasionally lifting items up to 20lbs.
Comfortable working in an office setting with extended screen time.
Occasionally hotel-location based work depending on project needs and schedules of executives.

Nice To Haves

Experience with task/project management tools (e.g., Asana, Trello) is a plus.

Responsibilities

Manage executive calendars and schedule meetings with internal and external stakeholders.
Coordinate all travel logistics, including booking flights, hotels, car rentals, and preparing detailed itineraries.
Draft and manage email communications on behalf of the CEO and President when appropriate.
Run personal and professional errands to help optimize executive productivity.
Maintain physical and digital organization of executive offices and files.
Ensure meeting materials, presentations, and reports are prepared in advance.
Maintain an executive dashboard of deliverables, deadlines, and priorities.
Support coordination of special initiatives with HR, Accounting, Operations, and other departments.
Organize and manage internal and external correspondence and documentation.
Assist with light project management and follow-up tasks during executive travel.
Help gather data, prepare updates, and support internal communications for department-level projects.
Provide day-to-day support to the VP of Operations when Executives are traveling, including meeting scheduling, follow-ups, and urgent coordination.
Respond to escalations from team members and field operations, ensuring timely resolution.
Support continuity by anticipating needs and ensuring communication channels remain open and efficient.
Maintain strict confidentiality regarding sensitive company and personnel information.
Follow Maya Hotels’ Grooming Policy and maintain a professional appearance.
Represent the executive office with poise and professionalism in all internal and external interactions.
Comply with all Maya Hotels policies, procedures, and the Code of Ethics.