Executive Assistant

Pursuit Collection•Anchorage, AK

25d•Hybrid

About The Position

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.

Requirements

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
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

Nice To Haves

First Aid/CPR/AED training, a plus

Responsibilities

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