Executive Assistant II

Hilton Grand Vacations•Orlando, FL

1d•Onsite

About The Position

The Executive Assistant performs a variety of administrative support tasks and duties to assist in the day-to-day activities of the Senior Vice President. The Executive Assistant provides high-level administrative and operational support to ensure the SVP’s effectiveness in driving strategic initiatives. This role manages complex calendars, coordinates executive meetings, and oversees travel logistics while maintaining strict confidentiality. The Executive Assistant serves as a trusted liaison between the SVP and internal/external stakeholders, prepares agendas and presentations, and monitors project deliverables. Success in this position requires exceptional organizational skills, discretion, and the ability to anticipate needs in a fast-paced environment. This position requires a high level of discretion, conciseness, and confidentiality while maneuvering both projects and daily needs of the Senior Executive team. The ideal professional for this role is proactive, resourceful, and efficient with a high level of integrity and confidentiality.

Requirements

Proven ability to successfully manage multiple senior leaders at the SVP+ level.
Ability to work in a fast-paced, high-pressure environment.
Ability to demonstrate customer service focus and attention to detail.
Ability to anticipate needs.
Ability to demonstrate good judgement and decision-making skills.
Ability to demonstrate proficiency in shorthand and/or speedwriting, spelling, business writing, keyboarding (60-80 wpm), grammar and proof-reading.
Ability to proofread typed material for grammatical, typographical or spelling errors.
Ability to demonstrate proficiency in Microsoft Word, Excel, PowerPoint.
Ability to communicate in English, both verbally and in written form.
Ability to maintain confidentiality.
3-5 years of related experience

Responsibilities

Manage complex calendars, coordinate high-level meetings, and prioritize scheduling based on strategic business needs.
Coordinate and manage all aspects of complex business travel, including multi-leg itineraries involving domestic and international flights, hotels, ground transportation, and preparing itineraries to ensure seamless and cost-effective travel experiences for executives.
Manage travel changes or disruptions, and real-time support during travel as needed.
Organize and prepare for meetings and appointments; order catering and refreshments, prepare agendas and talking points, gather relevant materials and update logistical information (meeting locations, dial-in numbers, etc.).
Assist in meeting preparation by formatting or proofreading documents and organizing technology or communications according to the executive's preferences.
Assists in the arrangement of company functions, events, and activities.
Prepares expense reports to ensure timely and accurate reporting in accordance with HGV Policy.
Reviews and processes expense reports for executives’ direct reports.
Maintains relationships with vendors, corporate partners and other department leaders as necessary.
Demonstrate excellent interpersonal skills and confidentiality in the handling of incoming telephone calls and correspondence.
Responds to/or routes correspondence to correct parties.
Maintain excellent working relationships with colleagues.
Use good judgement and maintain confidentiality.
Must have high degree of working knowledge of MS Office, including Outlook, Excel, Word and Power Point as well as corporate travel and reporting systems.
Executes tasks independently with minimal direction and oversight.
Demonstrates interest and ability to support C-Suite leaders in a backup role.
Embodies the Hilton Grand Vacations Values of Hospitality, Integrity, Leadership, Teamwork, Ownership, Now, Completes all required Company training/compliance courses as assigned.
Adheres to Company standards and maintains compliance with all policies and procedures.
Performs other related duties as assigned.