Executive Assistant

Pyramid Global Hospitality•Riverside, CA

10d•$27 - $30

About The Position

Under the direction of the General Manager, the Executive Assistant provides high-level administrative and professional support to the General Manager and members of the Executive Committee. The role supports the effectiveness and efficiency of the executive office by coordinating complex, confidential, and time-sensitive administrative responsibilities. It serves as a key point of coordination and communication and requires sound judgment, professionalism, discretion, initiative, strong organization, attention to detail, and the ability to anticipate needs and manage competing priorities in a dynamic, fast-paced hotel environment. The Executive Assistant works collaboratively across departments while maintaining confidentiality and supporting the General Manager, Executive Committee, hotel operations, and business objectives. The position is based in a climate-controlled office setting and may require evening, weekend, holiday, and extended-hour work according to business and operational needs.

Requirements

Associate’s degree in Business Administration or a related field required; relevant or direct experience may be considered in lieu of minimum educational requirements.
At least five years of related administrative experience required.
Proficiency in Microsoft Office applications, including Word, Outlook, PowerPoint, and Excel.
Ability to work efficiently in a fast-paced, high-demand environment while managing multiple priorities and deadlines.
Strong organizational, time-management, and attention-to-detail skills, maintaining accuracy while handling competing priorities.
Excellent written and verbal communication skills and the ability to interact professionally with executives, management, associates, vendors, and external business partners.
Strong critical-thinking, problem-solving, and decision-making skills, including the ability to identify issues and recommend practical solutions.
Ability to work independently, take initiative, anticipate needs, and follow through with minimal supervision.
Strong interpersonal skills and ability to build effective working relationships across all levels of the organization.
Ability to coordinate multiple projects, meetings, schedules, and administrative priorities and complete work accurately and on time.
Demonstrated ability to handle confidential and sensitive information.
Ability to work evenings, weekends, holidays, and extended hours based on business and operational needs.
Ability to exert up to 10 pounds of force frequently and lift, carry, push, pull, or otherwise move objects weighing up to 40 pounds occasionally.
Sufficient hearing, visual acuity, and endurance to perform the essential functions, including communicating in person, by telephone, and by videoconference; reviewing documents and data; and sitting, standing, or walking for extended periods.

Nice To Haves

Bachelor’s degree in Business Administration or a related field.
Prior experience supporting an executive office or senior leadership.
Previous hospitality industry experience.
Passion and enthusiasm for helping others and a collaborative approach to teamwork.
Ability to build trusting working relationships.

Responsibilities

Plan, schedule, and organize the executive’s Outlook calendar and business activities, including coordinating on- and off-site executive meetings and events, managing schedule conflicts, coordinating day-to-day activities, and providing daily itineraries.
Compose, prepare, and proofread correspondence, presentations, executive committee meeting notes, and reports; prepare supporting documents, charts, and spreadsheets for business reports and presentations.
Diplomatically filter internal and external calls, visitors, and inquiries; act as a liaison for visitors to the General Manager’s office, including contacting and escorting them as needed.
Conduct research, prepare documents and communications, and gather information to support executive decision-making.
Track financial expenditures, including collecting receipts, following up on reimbursements, contesting charges, and reconciling credit card transactions.
Keep executives informed of upcoming commitments and responsibilities and follow up appropriately; manage information flow through the General Manager’s office while maintaining confidentiality.
Represent the General Manager’s office in internal and external meetings as necessary.
Manage administrative projects from planning through completion, coordinating people, resources, and follow-up; monitor progress, address obstacles, recommend practical solutions, and ensure deadlines and objectives are met.
Develop and maintain positive relationships with internal partners and external vendors to support communication, collaboration, and operational needs.
Perform other duties as assigned to support the efficient operation of the executive office.