Executive Administrative Assistant

Auberge Collection•Dallas, TX

2d•Onsite

About The Position

The Executive Administrative Assistant provides high-level administrative and organizational support to the Regional Vice President, General Manager. This on-site role helps the Executive Office operate smoothly through careful coordination, sound judgment, polished communication, and discreet handling of confidential information. The position manages complex calendars and meetings; prepares and organizes executive materials; coordinates domestic and international travel; supports leadership meetings and property visits; and screens and routes incoming communications. It also maintains records and confidential files, tracks deadlines and action items, and serves as a courteous, polished point of contact for team members, owners, business partners, and guests. The Executive Administrative Assistant anticipates administrative needs, identifies scheduling or communication concerns, and recommends practical solutions. At the direction of the Executive Office, the role also coordinates guestroom, dining, spa, and experience reservations, and manages the donation and gift certificate process.

Requirements

At least five years of administrative or executive support experience, including direct support for senior leaders.
Ability to manage competing priorities, complex calendars, details, and deadlines with accuracy and follow-through.
Ability to handle confidential information with discretion, integrity, and sound judgment.
Strong written and verbal communication skills and professional interpersonal presence.
Proficiency with Google Workspace or comparable productivity tools, including calendar, word processing, spreadsheet, and presentation applications.
Ability to work independently, anticipate needs, adapt to changing priorities, and remain composed in a fast-paced environment.

Nice To Haves

Guest service experience.
Luxury hospitality experience.

Responsibilities

Manage complex calendars, schedule appointments, coordinate meetings, and resolve conflicts as priorities change.
Prepare, format, proofread, and organize correspondence, presentations, reports, agendas, meeting notes, and other executive materials.
Coordinate domestic and international travel arrangements, itineraries, ground transportation, and related expense documentation.
Organize leadership meetings and property visits, including room reservations, materials, technology, catering, and follow-up actions.
Screen, prioritize, and route incoming calls, messages, requests, and meeting invitations; respond on behalf of executives when authorized.
Maintain organized electronic and physical records, contact lists, calendars, and confidential files using appropriate access controls.
Track deadlines, commitments, approvals, and action items, and follow up with relevant leaders to support timely completion.
Handle sensitive business, personnel, financial, and guest-related information with discretion and sound judgment.
Provide a courteous, polished point of contact for team members, owners, business partners, and guests interacting with the Executive Office.
Anticipate administrative needs, identify scheduling or communication concerns, and recommend practical solutions.
Coordinate guestroom, dining, spa, and experience reservations at the direction of the Executive Office, including special requests and follow-up.
Manage the donation and gift certificate process, including requests, approvals, issuance, tracking, and recordkeeping.