Executive Assistant

Hotel Emma•San Antonio, TX

About The Position

The Executive Assistant to the CEO is a passionate, service-driven individual who thrives on planning and managing all administrative, financial, and operational activities for the CEO. Essential skills Must have the ability to excel in communication, organization, and discretion, ensuring seamless coordination across multiple platforms, internally and externally. Provide industry knowledge, strong problem-solving, and time management skills to anticipate needs, manage complex schedules, and support strategic initiatives. Primary Responsibilities: Duties are as follows but not limited to: Overall: Oversee and manage the flow of multi-platform communications to and from the Office of the CEO in conjunction with the Executive Committee team Participate in institutional planning initiatives and assist as needed with creative projects to ensure timely completion Ensure daily tasks of CEO are organized based off logistics, meetings, and emails throughout the day Support engagement of and communication with The Hotel Emma Advisory Board quarterly meetings by assisting with meeting coordination, hospitality arrangements, board prep, pre-read deck, day of board presentations, board minutes and board follow-up Process all invoices that flow directly through Executive’s office via Birchstreet Retrieve mail daily and distribute to intended departments while also reviewing and identifying any escalated items of critical importance Ensure there is an adequate stock of office supplies needed for specific meetings/offsites as well as everyday office supplies for the CEO’s office Collect Hotel Emma postcards from the daily mail and apply the appropriate postage stamps to be sent out via USPS Process checks received from the daily mail Organize meetings to include scheduling, sending reminders and organizing catering, when necessary Coordinate and attend daily Focus Meetings, weekly Executive Committee meetings as well as any other meetings assigned by the CEO. Accurately record and distribute meeting minutes, ensuring all open action items are documented and shared with the appropriate teams for review prior to the next scheduled meeting Collaborate with the Executive Committee each month to compile and analyze operational data, creating a comprehensive Monthly Operations Review for presentation to stakeholders Follow up on all “action” items for all meetings to ensure timely completion, accountability and alignment with meeting objectives Coordinate all work-related travel (domestic and international) including arrangement of offsite meeting confirmations/bookings for CEO as well as Executive Committee team Complete a weekly expense report for CEO, as needed. Expense report will include original receipts of all expenses as well as any additional documentation via Ramp for reimbursement. Provide administrative assistance, such as writing and editing correspondence as well as preparing presentations and reports on behalf of the CEO Maintain comprehensive and accurate records, reports and documents in an accessible way for the CEO Proactively manage CEO’s calendar to maximize efficiency and ensure complex schedule flows accordingly based off business needs Review all incoming donation requests to ensure alignment with giving guidelines, obtain CEO approval, and manage the production and tracking of approved gift certificates. Provide timely follow-up communication to all requestors, including confirmations and regret notices

Requirements

Excellent time management skills and ability to meet deadlines
Ability and willingness to travel as needed to support executive and organizational priorities
Expert knowledge of Excel, Word, Outlook, PowerPoint, Alice, Opera, and Delphi preferred
Must be organized and detail-oriented
Must be able to handle multiple tasks at one time
Flexibility to assist and jump into new demands as requested
Three to five years of previous hotel experience preferred
Three to Five years of previous Executive Assistant experience required

Nice To Haves

Expert knowledge of Excel, Word, Outlook, PowerPoint, Alice, Opera, and Delphi preferred
Three to five years of previous hotel experience preferred

Responsibilities

Oversee and manage the flow of multi-platform communications to and from the Office of the CEO in conjunction with the Executive Committee team
Participate in institutional planning initiatives and assist as needed with creative projects to ensure timely completion
Ensure daily tasks of CEO are organized based off logistics, meetings, and emails throughout the day
Support engagement of and communication with The Hotel Emma Advisory Board quarterly meetings by assisting with meeting coordination, hospitality arrangements, board prep, pre-read deck, day of board presentations, board minutes and board follow-up
Process all invoices that flow directly through Executive’s office via Birchstreet
Retrieve mail daily and distribute to intended departments while also reviewing and identifying any escalated items of critical importance
Ensure there is an adequate stock of office supplies needed for specific meetings/offsites as well as everyday office supplies for the CEO’s office
Collect Hotel Emma postcards from the daily mail and apply the appropriate postage stamps to be sent out via USPS
Process checks received from the daily mail
Organize meetings to include scheduling, sending reminders and organizing catering, when necessary
Coordinate and attend daily Focus Meetings, weekly Executive Committee meetings as well as any other meetings assigned by the CEO.
Accurately record and distribute meeting minutes, ensuring all open action items are documented and shared with the appropriate teams for review prior to the next scheduled meeting
Collaborate with the Executive Committee each month to compile and analyze operational data, creating a comprehensive Monthly Operations Review for presentation to stakeholders
Follow up on all “action” items for all meetings to ensure timely completion, accountability and alignment with meeting objectives
Coordinate all work-related travel (domestic and international) including arrangement of offsite meeting confirmations/bookings for CEO as well as Executive Committee team
Complete a weekly expense report for CEO, as needed. Expense report will include original receipts of all expenses as well as any additional documentation via Ramp for reimbursement.
Provide administrative assistance, such as writing and editing correspondence as well as preparing presentations and reports on behalf of the CEO
Maintain comprehensive and accurate records, reports and documents in an accessible way for the CEO
Proactively manage CEO’s calendar to maximize efficiency and ensure complex schedule flows accordingly based off business needs
Review all incoming donation requests to ensure alignment with giving guidelines, obtain CEO approval, and manage the production and tracking of approved gift certificates.
Provide timely follow-up communication to all requestors, including confirmations and regret notices