Executive Assistant- Hotel Operations

Silver Ventures LLC•San Antonio, TX

23d

About The Position

The Executive Assistant serves as a trusted partner to two General Managers supporting Hotel Emma and Perlen House. The role protects leadership capacity and helps ensure commitments move from discussion to completion by coordinating complex calendars and communications, preparing leaders for meetings and decisions, and supporting strategic and operational priorities across both properties. It requires exceptional discretion, sound judgment, and a service-oriented approach in a fast-paced hospitality environment. The Executive Assistant coordinates meetings, travel, stakeholder communications, cross-property initiatives, administrative processes, records, events, and special projects. The role anticipates leadership needs, tracks decisions and follow-up, and maintains professionalism and composure amid shifting priorities. Work takes place primarily in professional hotel and office environments across both properties, with regular movement between them and occasional local travel or work outside standard business hours.

Requirements

Minimum of five years of progressive administrative support experience, including direct support to a senior executive or general manager.
Demonstrated ability to manage complex calendars, confidential matters, competing priorities, and high-visibility stakeholder interactions.
Exceptional written and verbal communication skills, including business writing, editing, proofreading, and presentation capabilities.
Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and shared-document environments.
Strong organizational, project coordination, problem-solving, and follow-through skills, with acute attention to detail.
Ability to work independently, exercise judgment, and adapt quickly while maintaining professionalism and composure.
Flexibility to support occasional early-morning, evening, weekend, or event-related needs based on hotel operations and leadership priorities.

Nice To Haves

Bachelor's degree in Business Administration, Hospitality, Communications, or a related field; equivalent relevant experience may be considered.
Experience in luxury hospitality, hotel operations, restaurants, events, or another high-touch service environment.

Responsibilities

Act as a trusted extension of both General Managers, organize competing priorities, and protect time for high-impact work.
Maintain an integrated view of commitments across Hotel Emma and Perlen House, identifying conflicts, dependencies, decision points, and follow-up needs.
Anticipate preparation and information needs for operational reviews, owner and leadership discussions, associate communications, and property events.
Track commitments, decisions, action items, owners, and due dates, and follow up with stakeholders.
Coordinate complex calendars for internal and external meetings, property walk-throughs, executive sessions, interviews, events, and recurring operating reviews.
Prioritize meeting requests, resolve scheduling conflicts, and communicate changes clearly.
Prepare agendas, briefing materials, presentations, attendee information, and pre-reads; capture decisions and distribute follow-up when appropriate.
Coordinate travel, accommodations, itineraries, and related logistics, including changes outside standard business hours.
Serve as a professional point of contact for hotel leaders, associates, ownership and corporate partners, vendors, community partners, and external guests.
Manage incoming correspondence and requests, route or respond as appropriate, and promptly escalate time-sensitive or high-risk matters.
Draft, edit, and format emails, memos, reports, presentations, talking points, and other communications.
Build working relationships across both hotels and facilitate information flow while maintaining confidentiality.
Support cross-property initiatives, leadership meetings, pre-opening priorities, special projects, and operational planning by organizing workstreams, milestones, and deliverables.
Maintain organized electronic and physical records for key documents, approvals, meeting materials, and leadership reference files.
Assist with expense reports, invoices, purchase documentation, budget tracking, and other administrative processes in accordance with established controls.
Coordinate recognition activities, leadership engagement, visits, events, and other experiences.
Handle sensitive associate, guest, financial, legal, operational, and leadership information with discretion.
Represent the General Managers and hotel properties with independent judgment, professionalism, and diplomacy.
Maintain composure, accuracy, and service orientation amid shifting priorities, interruptions, and high-visibility situations.
Perform other duties and special assignments as needed to support the General Managers and evolving business priorities.