Executive Office Manager

Crestline Hotels & Resorts Corporate Office (Crestline Hotels and Resorts)•Fairfax, IA

7d•$65,000 - $80,000•Hybrid

About The Position

The Executive Office Manager manages general office operations and provides high-level administrative support to the corporate senior leadership team, helping ensure efficient day-to-day operations through calendar management, communication coordination, and handling confidential information. The position reports to the President & CEO and is based at the Corporate Office in Fairfax, Virginia. It requires at least three days in the office each week, including Mondays and Thursdays. The role oversees office maintenance, vendors, supplies, mailroom operations, guest access, and the Receptionist. It provides administrative support to the President & CEO and senior leaders, including managing calls and meeting requests, expenses, scheduling, and ad hoc requests. General administrative duties include processing invoices, maintaining company and owner contact lists, distributing reports and communications, supporting onboarding, and managing the company information inbox. The Executive Office Manager also assists with presentations and document retention, coordinates internal and leadership meetings and events, prepares minutes and tracks action items, and arranges domestic and international travel and lodging for executives, visitors, and company-related events.

Requirements

Proven experience supporting senior executives and managing an office in a high-demand environment.
High proficiency in Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint, and comfort learning new systems and technology.
Strong organizational and calendar management skills, including the ability to prioritize competing demands.
Exceptional written and verbal communication skills and a high level of professionalism and discretion.
Demonstrated ability to handle confidential information and exercise sound judgment in decision-making.
Ability to work at the Fairfax Corporate Office at least three days per week, with Mondays and Thursdays required in-office days.

Nice To Haves

Proficiency in Spanish.

Responsibilities

Oversee Fairfax office maintenance requests, evening cleaning, office condition, and vendor relationships.
Coordinate building access and arrivals for guests and communicate building maintenance events to office employees.
Maintain inventories of breakroom items, business stationery, and general office supplies.
Coordinate with the mailroom company and ensure the mailroom is properly staffed.
Supervise the Receptionist.
Screen and manage incoming calls and meeting requests for the President & CEO with discretion and professional judgment.
Complete expense reports for the President & CEO and revenue leadership when needed, and support expense report completion where applicable.
Handle general administrative tasks, including mailings, CEO scheduling, requests from the owner and parent company, ad hoc requests, and special projects for senior leaders.
Process invoices for Revenue Management and other assigned departments.
Disseminate recurring communications and reports for Revenue Management and Operations teams.
Maintain and distribute GM and Corporate Staff cell phone lists quarterly, owner contact lists, and specified company and portfolio lists monthly when updated.
Receive and distribute positive guest feedback for monthly GM calls and prepare and distribute meeting minutes.
Gather and organize information for company newsletters and community service hours.
Prepare onboarding materials and arrangements for new corporate employees, including office assignments, name plates, and business cards.
Manage the [email protected] inbox and coordinate appropriate responses.
Assist in preparing presentation decks, agendas, and correspondence; coordinate printing and binding; and assist departments with document retention and file purging.
Coordinate internal meetings, including gathering agenda items, sending invitations, and preparing meeting rooms.
Organize board, leadership, and ownership meetings, including agendas, materials, meals, gifts, amenities, and logistics.
Record meeting minutes and track follow-up action items where applicable.
Coordinate company meetings, conferences, executive retreats, partner meetings, and event logistics, including venues, catering, and guest coordination.
Assist with reservations for business-partner lunches and dinners and coordinate office events.
Coordinate domestic and international travel, including flights, hotels, ground transportation, itineraries, and Barcelo-related travel when needed.
Support travel coordination for corporate and partner-related events and arrange hotel reservations and billing for visitors to the Fairfax Office.