Executive Assistant – Executive Leadership Team

Avion Hospitality Employee Services LLC • Plano, TX

3d • Onsite

About The Position

Avion Hospitality is seeking a highly organized, proactive, business-minded Executive Assistant to directly support the Chief Operating Officer and three Senior Vice Presidents. This role goes beyond traditional administrative support: the Executive Assistant will be a trusted partner to executive leadership, helping keep leaders organized, informed, and focused on business objectives in a fast-paced, rapidly growing hospitality management company.

The position coordinates complex calendars, meetings, domestic travel, expenses, VIP hospitality, and administrative projects. It also supports hotel transitions, acquisitions, new property onboarding, IT-related administrative processes, and cross-functional initiatives. The role requires developing an understanding of the hotel portfolio, organizational structure, operational priorities, and growth initiatives, while handling sensitive information with discretion and sound judgment.

The position is based at Avion Hospitality’s corporate office in Plano, Texas. Success means providing seamless support to four executives, completing administrative work accurately and on time, delivering a professional experience for owners and VIPs, and maintaining consistent follow-through on transition and IT checklists.

Requirements

• At least 5 years of experience supporting senior executives in an Executive Assistant or similar role.
• Experience supporting multiple executives and managing complex, frequently changing calendars.
• Exceptional organizational, prioritization, and multitasking skills.
• Strong proficiency in Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Experience coordinating executive travel, expense reporting, meetings, and VIP arrangements.
• Strong attention to detail and ability to independently manage administrative projects and checklists.
• Excellent written and verbal communication skills and a polished, professional demeanor.
• Ability to anticipate needs, exercise sound judgment, and maintain confidentiality.
• Flexibility and resourcefulness, with comfort adapting to the changing demands of a rapidly growing organization.

Nice To Haves

• Hospitality, hotel management, or multi-location business experience.

Responsibilities

• Manage complex, frequently changing calendars for the COO and three Senior Vice Presidents, balancing priorities, meetings, travel, and business commitments.
• Coordinate internal and external meetings, including invitations, conference rooms, virtual meeting links, agendas, and logistics.
• Resolve scheduling conflicts proactively, anticipate executive needs, and support efficient use of leadership’s time.
• Coordinate meetings with hotel ownership groups, corporate executives, vendors, and other business partners.
• Prepare meeting materials, track action items, and assist with follow-up communications.
• Arrange domestic travel, including flights, accommodations, transportation, and detailed itineraries; manage last-minute changes and hotel-visit logistics.
• Prepare, submit, and reconcile executive expense reports, ensuring accurate documentation and timely submission.
• Coordinate executive dinners, owner meetings, VIP visits, hospitality arrangements, reservations, transportation, and guest preferences.
• Help host visiting executives, ownership representatives, brand partners, and other VIP guests.
• Support planning and logistics for leadership meetings, conferences, corporate events, and special gatherings.
• Develop an understanding of the hotel portfolio, organizational structure, operational priorities, and growth initiatives.
• Help executives organize and prioritize business commitments, deadlines, and ongoing projects.
• Track deliverables and action items across departments and follow up proactively to keep initiatives moving.
• Coordinate among executive leadership, corporate departments, hotel teams, and external partners.
• Anticipate upcoming needs and prepare executives for meetings, travel, and business activities.
• Provide administrative coordination for hotel transitions, acquisitions, and new property onboarding.
• Maintain transition checklists, track deadlines, coordinate meetings, and follow up with departments on assigned tasks.
• Assist with IT administrative processes, including equipment requests, technology onboarding checklists, system-access coordination, and communication with IT partners.
• Organize and maintain project trackers, shared documents, transition materials, and departmental checklists.
• Support cross-functional initiatives involving Operations, Human Resources, Finance, IT, and other corporate departments.
• Assist with special projects and process improvements.
• Draft and coordinate professional correspondence, presentations, reports, and executive communications.
• Maintain organized electronic files, records, and confidential business documentation.
• Handle sensitive information with discretion, professionalism, and sound judgment.
• Support corporate office administrative needs and coordinate with external vendors.
• Build strong relationships with hotel leadership, ownership representatives, and corporate team members.

Benefits

• Unlimited paid time off (PTO) for eligible corporate team members, subject to business needs and company guidelines.
• Medical, dental, and vision insurance with comprehensive coverage options.
• 401(k) retirement plan with company matching contributions.
• Paid holidays.
• Life insurance and disability benefits.
• Employee hotel travel discounts and hospitality industry perks.
• Professional development and career growth opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed