Executive Office Manager

Crestline Hotels & Resorts•Fairfax, VA

6d•Onsite

About The Position

The Executive Office Manager manages general office operations and provides high-level administrative support to the corporate senior leadership team. The role supports efficient day-to-day operations through calendar management, communication coordination, and handling confidential information. It is a full-time position based at the Corporate Office in Fairfax, Virginia, and reports to the President & CEO. The position oversees office maintenance, vendors, building access, supplies, mailroom staffing, and reception supervision. It provides executive and general administrative support, maintains corporate and owner contact lists and recurring reports, processes invoices, and assists with communications, employee onboarding, and special projects. The role also supports presentations and document retention; coordinates internal meetings, board and ownership meetings, events, and travel; and manages related logistics such as agendas, materials, catering, reservations, and itineraries.

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, with 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.

Nice To Haves

Proficiency in Spanish.

Responsibilities

Oversee maintenance requests and office conditions at the Fairfax office, ensure evening cleanings are conducted, and coordinate with vendors and building management.
Coordinate building access and arrivals for guests and communicate building maintenance events to employees.
Maintain inventories of breakroom items, 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 assist with other administrative tasks such as mailings.
Assist the CEO with scheduling, requests from the owner and parent company, and ad hoc requests; assist senior leaders with special projects and requests.
Process invoices for Revenue Management and other assigned departments; disseminate recurring communications and reports for revenue management and Operations teams; and support expense report completion where applicable.
Maintain and distribute GM and Corporate Staff cell phone lists quarterly, maintain owner contact lists in coordination with the Business Development Team, and update and distribute specified brand and portfolio lists monthly when they change.
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 items for new corporate employees.
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 requirements, including 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.
Make reservations for lunches and dinners with corporate business partners and assist with office events.
Coordinate domestic and international travel, including flights, hotels, ground transportation, and itineraries, including Barcelo-related travel when needed.
Support travel coordination for corporate and partner-related events and coordinate hotel reservations and billing for visitors to the Fairfax office.