Executive Assistant

Pursuit Collection-posted 2 months ago
$80,000 - $80,000/Yr
Full-time
Anchorage, AK
251-500 employees
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This role orchestrates numerous operational and cultural components to keep the team ahead of performance goals and key targets while promoting a vibrant and professional atmosphere for Pursuit Team Members. This role is best suited for an individual who works with a high degree of independence and who has a rooted toolkit of initiative, anticipation, organization, and strategic planning.

  • Manage the VP's inbox, contacts, calendar, and performance deliverables, maintaining a forward-looking view of executive priorities
  • Schedule, reschedule, and prioritize meetings across multiple time zones
  • Manage fluid travel schedules for VP and market leadership team (domestic and international), coordinating travel arrangements, itineraries, and logistics
  • Manage virtual meeting logistics, including agendas, and technical support
  • Prepare, proof, and format meeting materials including agendas, pre-reads, materials, minutes, and action items
  • Expertly file documents within the SharePoint market site as part of Pursuit's data governance standards and document retention policies
  • Utilize AI tooling and various software for meeting minutes and communications
  • Serve as a liaison between Executives, Executive Assistants, and key internal/external stakeholders, ensuring effective communication and timely follow-up on items like market tours and philanthropy events
  • Accurately maintain local permits and licenses for all owned businesses in the Alaska market
  • Manage all office operations including office budget, mail, shipping, Team Member events, kitchen and supply inventories, workplace design, and general upkeep in partnership with leadership and Property Management
  • Support execution of seasonal business rhythms (planning, forecasting, reporting, offsites, recognition events, etc.)
  • Lead administrative needs for company vehicles including licensing, registration, scheduling and tracking regular maintenance, usage schedule, etc.
  • Plan and coordinate logistics and event details for team offsites and events. Execute events and offsites in collaboration with CSM
  • Track promise to place initiatives, manage donation requests, and make donations aligned with promise to place strategy and budget
  • Build relationships with stakeholders at all levels of the organization, providing prompts and reminders, removing administrative roadblocks that interfere with obligations and deadlines
  • Provide administrative support to local leadership team (travel, expense, etc.)
  • Process invoices, expense reports, reimbursements, and financial responsibilities timely while managing vendor relationships
  • Identify opportunities to streamline administrative processes and implement best practices to improve efficiency within Alaska market in partnership with Pursuit's Executive Administration team
  • Minimum of 5 years working as an Executive Assistant or Logistical Coordinator (hospitality industry a plus)
  • Advanced proficiencies in Microsoft Suite, SharePoint, Teams, Zoom, Adobe, Docusign, travel websites, and online research
  • Comfortability working with direct, remote leaders with strong resolution and problem-solving skills
  • Empathetic and professional support of global Team Members and worldly cultures
  • Expert knowledge of domestic and international travel processes
  • Discretion, professionalism, and the ability to thrive in pressured environment
  • Property Management liaison experience
  • First Aid/CPR/AED training, a plus
  • Experience supporting senior executives in an independent atmosphere
  • Ability to simultaneously lead multiple priorities, quickly shift gears as needed
  • Ability to remain patient, flexible, and focused in fluid working environment
  • Superior verbal and written communication and interpersonal skills
  • Highly detail oriented with urgent follow-through
  • Strong initiative to accomplish tasks, meet deadlines, and take an active interest in current projects
  • A full suite of benefits, including flexible time off and a 401k contribution matching plan
  • Work in a dynamic, culturally diverse team from around the globe
  • Work experience in an iconic, unforgettable, and inspiring location
  • Discounts at our hotels, restaurants, attractions and retail
  • The chance to work in an inclusive culture and make life-long friends
  • Access to subsidized mental health and wellness resources
  • Opportunities for career growth or future work at other Pursuit locations
  • Full benefits including medical, vision, dental, 401K with employer match
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