Executive Assistant – Executive Leadership Team

Avion Hospitality • Plano, TX

2d

About The Position

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

The position coordinates executive 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 Executive Assistant will build an understanding of the company’s hotel portfolio, operations, organizational structure, and growth initiatives, and will coordinate with corporate departments, hotel teams, ownership representatives, vendors, and other business partners. Success means providing seamless support to four executives, completing work accurately and on time, delivering professional hospitality to visitors, and proactively advancing important projects and priorities.

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 the 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.
• Flexible and resourceful, with the ability to adapt to the changing demands of a rapidly growing organization.

Nice To Haves

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

Responsibilities

• Manage complex and frequently changing calendars for the COO and three Senior Vice Presidents, balancing competing priorities, meetings, travel, and business commitments.
• Schedule internal and external meetings, managing invitations, conference rooms, virtual meeting links, agendas, materials, and logistics.
• Proactively resolve scheduling conflicts, anticipate executive needs, and help ensure efficient use of leadership’s time.
• Coordinate meetings with hotel ownership groups, corporate executives, vendors, and other business partners; track action items and assist with follow-up communications.
• Arrange domestic executive travel, including flights, hotel accommodations, transportation, detailed itineraries, and last-minute changes.
• Prepare, submit, and reconcile executive expense reports, ensuring accuracy, supporting documentation, and timely submission.
• Coordinate executive dinners, owner meetings, VIP visits, reservations, transportation, guest preferences, and other hospitality arrangements.
• Host visiting executives, ownership representatives, brand partners, and other VIP guests, providing a professional and welcoming experience.
• Support planning and logistics for leadership meetings, conferences, corporate events, and special gatherings.
• Develop an understanding of Avion Hospitality’s hotel portfolio, organizational structure, operational priorities, and growth initiatives.
• Help executives organize and prioritize business commitments, deadlines, and ongoing projects.
• Track cross-department action items and deliverables, and proactively follow up to keep initiatives moving forward.
• Coordinate between 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 internal departments on assigned tasks.
• Assist with IT-related 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 as the organization grows.
• Draft and coordinate professional correspondence, presentations, reports, and executive communications.
• Maintain organized electronic files, records, and confidential business documentation, handling sensitive information with discretion 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 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.
• Collaborative corporate culture built around Trust, Transparency, and Results.

What This Job Offers

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