Executive Office Manager

CoralTree Hospitality • Fort Lauderdale, FL

7d • Hybrid

About The Position

Pier Sixty-Six Resort is seeking an Executive Office Manager to support its Leadership team. The ideal candidate is flexible, impeccably mannered, an effective collaborator, loves a challenge, and is a true diplomat with a genuine love of service and meeting new people. The Executive Office Manager provides high-level administrative, organizational, and operational support to the executive leadership team at Pier Sixty-Six Resort. This position serves as a key liaison between the Executive Office, resort leadership, department heads, corporate partners, ownership representatives, and internal and external stakeholders. The Executive Office Manager is responsible for maintaining the efficiency and organization of the Executive Office, managing confidential information, coordinating executive meetings and communications, supporting special projects, and ensuring timely follow-up on priorities and commitments. The ideal candidate is highly organized, discreet, polished, proactive, and capable of managing multiple priorities in a fast-paced luxury hospitality environment. This individual must demonstrate exceptional judgment, professionalism, attention to detail, and the ability to anticipate the needs of senior leadership.

Requirements

• Bachelor's degree in Business Administration, Hospitality Management, Communications, or a related field preferred.
• 5+ years of executive administrative, executive assistant, office management, or hospitality leadership experience, preferably within a luxury hotel, resort, or high-end service environment.
• Previous experience supporting senior executives, general managers, managing directors, ownership, or corporate leadership preferred.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to prepare professional executive presentations, reports, correspondence, and meeting materials.
• Strong attention to detail and follow-through.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Demonstrated ability to exercise discretion and independent judgment.
• Professional presence and excellent interpersonal skills.
• Ability to work effectively with executives, department heads, employees, guests, vendors, and external partners.
• Strong problem-solving skills with the ability to anticipate needs and proactively address issues.
• Experience handling confidential and sensitive information.
• Luxury hospitality experience strongly preferred.

Responsibilities

• Manage the day-to-day administrative operations of the Executive Office.
• Provide direct administrative support to the Managing Director, and other executive leaders as assigned.
• Maintain executive calendars, coordinate meetings, appointments, conference calls, and other commitments.
• Prepare meeting agendas, presentations, reports, correspondence, and other executive materials.
• Coordinate meeting logistics, including conference rooms, technology, catering, materials, and attendee communications.
• Maintain organized electronic and physical filing systems and ensure important documents are readily accessible.
• Track executive priorities, deadlines, follow-up items, and outstanding action items.
• Prepare daily, weekly, and monthly schedules and briefing materials as needed.
• Screen, prioritize, and appropriately route incoming communications and requests.
• Serve as a professional point of contact for the Executive Office and appropriately communicate with internal and external stakeholders.
• Coordinate communication between executive leadership and department heads to ensure information is shared accurately and timely.
• Draft and proofread executive correspondence, internal communications, announcements, presentations, and other documents.
• Follow up with leaders and departments regarding requested information, deliverables, and deadlines.
• Maintain a high level of professionalism and confidentiality when handling sensitive communications.
• Coordinate leadership meetings, executive committee meetings, operational meetings, and special projects.
• Prepare agendas and supporting materials and document meeting discussions, decisions, and action items when requested.
• Maintain action-item trackers and follow up with responsible leaders to ensure completion.
• Assist with the preparation of leadership presentations, business reviews, operational reports, and executive briefings.
• Coordinate executive leadership events, property visits, ownership visits, corporate meetings, and VIP engagements.
• Support executive leadership with special projects, strategic initiatives, and operational assignments.
• Conduct research, compile information, analyze data, and prepare summaries or recommendations as requested.
• Coordinate cross-functional projects involving multiple departments and stakeholders.
• Track project timelines, deliverables, and follow-up items.
• Identify potential issues or delays and proactively communicate them to executive leadership.
• Assist with property-wide initiatives, openings, renovations, special events, and other strategic projects.
• Handle confidential and sensitive information relating to employees, guests, business operations, financial matters, ownership, contracts, investigations, and executive leadership.
• Maintain strict confidentiality regarding executive discussions, personnel matters, business decisions, and proprietary information.
• Exercise sound judgment regarding information that may be shared, with whom it may be shared, and the appropriate method of communication.
• Maintain professional discretion at all times when interacting with employees, guests, vendors, ownership, and external partners.
• Assist with arrangements for VIP guests, ownership representatives, corporate executives, and other distinguished visitors.
• Coordinate special requests and ensure appropriate communication with relevant departments.
• Assist with executive travel arrangements, itineraries, transportation, dining reservations, meetings, and other logistics as needed.
• Support special events and executive functions hosted at the resort.
• Maintain awareness of important property activities, events, VIP arrivals, and leadership priorities.
• Maintain an organized and professional Executive Office environment.
• Manage office supplies, equipment, subscriptions, and administrative resources.
• Coordinate invoices, purchase orders, expense reports, and other administrative documentation as assigned.
• Maintain accurate records and databases related to executive activities and projects.
• Assist with budget tracking and administrative expense reconciliation when required.
• Develop strong working relationships with department leaders and administrative teams throughout the resort.
• Maintain awareness of resort operations and understand how different departments interact to support the guest experience.
• Collaborate with People Services, Finance, Sales & Marketing, Operations, Food & Beverage, Rooms, Engineering, Security, and other departments as needed.
• Provide support during operational challenges, special projects, inspections, executive visits, and resort-wide initiatives.
• Demonstrate flexibility and willingness to assist with evolving business needs.

Benefits

• Group medical, dental, vision, life, and disability benefits
• Participation in a pre-tax flexible benefit plan for healthcare and dependent care reimbursement
• An employee assistance program
• Paid time off/sick time
• Participation in a 401(k) plan with a company match

What This Job Offers

• Job Type: Full-time
• Career Level: Executive