Executive Assistant

Preferred Travel Group•Newport Beach, CA

19d•$70,000 - $90,000•Onsite

About The Position

We’re seeking a highly organized, adaptable Executive Assistant to support our Chief Revenue Officer, our Chief Financial Officer, our Americas Regional Team and provide backup administrative support in the Newport Beach office. You’ll coordinate complex calendars and travel, streamline meeting logistics, manage expense processes and reporting, and provide polished executive support. This role is ideal for someone who enjoys seeing tasks through from start to finish, values accuracy, and thrives on making operations run smoothly across multiple teams.

Requirements

Proven experience in an EA/administrative support role or equivalent professional experience demonstrating comparable capability.
Ability to interact professionally with staff at all levels in a fast paced environment, with confidence and confidentiality.
Excellent written and verbal communication skills; exceptional attention to detail.
Intermediate to advanced proficiency with Microsoft Office; SharePoint and CRM experience a plus.
Demonstrated ability to manage multiple projects alongside regular tasks.
Exceptionally well organized and flexible; strong team orientation.
Hospitality industry or international travel experience is a plus.
Proactive thinker able to work independently across multiple departments.

Nice To Haves

Experience coordinating executive level communications, newsletters, and event logistics.
Familiarity with content management across SharePoint/PreferredNet and basic website update workflows.
Comfort supporting regional programs and partner engagement.

Responsibilities

Manage complex calendars; schedule and assist in preparation for meetings and coordinate logistics with internal teams and external partners.
Book and manage travel (flights/hotels/ground); prepare detailed itineraries.
Prepare and process expense reports; support other financial coordination tasks.
Provide polished support for special projects and ad hoc initiatives.
Maintain guest feedback processes; perform data entry and compile reports.
Serve as backup administrative support for the Newport Beach Office Manager
Own preparations for visiting business partners: meeting room setup, on site coordination, catering, and post meeting clean up.
Greet guests professionally and provide assistance as appropriate.
Prepare and own agendas for bi weekly Americas team calls; capture notes and follow ups.
Lead regional outreach activities, including drafting and distributing the monthly “From Your Regional VPs” newsletter (draft content; review with Regional leadership; deploy to hotel contacts).
Support business review preparation for the Western Region and join select partnership calls or local meetings to learn and assist.
Act as regional champion—share updates/resources, motivate hotel ambassadors, conduct occasional 1:1 hotel engagement calls.
Assist in auditing partner hotel engagement and solicit participation in key initiatives.
Solicit hotel participation in key initiatives (e.g., Past Guest Invite, Reward Nights).
Provide additional support for important clients as needed.