Executive Assistant & Office Administrator Job at Windsor Hospitality in Santa M

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What you will do

The Executive Assistant & Office Administrator is responsible for the efficient operation of the corporate office while providing executive support to the President/CEO. This role’s focus will be split: approximately 60% executive support and a secondary component as an Office Administrator (approximately 40%). This position requires strong organizational skills, attention to detail, and the ability to manage routine administrative priorities while supporting the President/CEO with scheduling and logistics.

Essential Responsibilities

Executive Assistant (60%)

• Operate confidentially and with discretion and understand how to properly handle confidential information
• Organize and keep current the President’s daily/weekly/monthly schedule
• Coordinate meeting dates, communications, locations, agenda and meeting preparation
• Answer phones, screen calls and handle as appropriate or take messages as necessary
• Manage travel arrangements including lodging, airline and ground transportation as needed and coordinate itineraries with other travelers; must be familiar with international travel
• Personal travel or local conference attendance may be required
• Obtain and maintain all of President’s meeting notes; and proactively create task lists as necessary
• Follow up on “To-Do” or task lists issued by President internally and externally
• Prepare documents for President’s signature; disseminate as appropriate
• Maintain personal and corporate files of President
• Relieving President of general administrative detail
• Prepare and track President’s expense reports
• Coordinate presentations and report-preparation on behalf of the President
• Coordinate Board of Advisor meetings (may include assisting Board Members with travel arrangements)
• Populating form agreements (NDA’s) and preparing documents for execution
• Assist with Special Projects or any other task as assigned

Office Administrator (40%)

• Organize and maintain the office, ensuring a professional appearance at all times, including common areas such as the supply room and kitchen
• Train and support other administrative staff on routine office functions
• Assist in preparation of presentation materials, marketing brochures, acquisition, development or sale “teasers”
• Act as a liaison with Building Management and 3rd party vendors for Corp. office, including parking passes and service requests
• Integrally involved in Leadership conferences or offsite meeting planning and execution
• Act as the point of contact for administrative services that support the corporate office
• Receive all incoming mail/correspondence; distribute and/or handle as appropriate
• Receive and route incoming calls on main office line
• Coordinate mailing and distribution of internal and external materials, including management of postage, next day shipping and courier service vendors
• Coordinate support and service for all-office meetings, meals or events (including team members’ birthdays)
• Managing HQ office administrative expenses including office supplies, business cards and letterhead
• Understand seasonal or timely priorities for organization and assist with associated task completion (assets sales, acquisitions, tax filings, loan closings, etc.)
• Reinforcing Windsor’s file naming convention and file storage policy to include - Insurance files, loan documents, closing binders, financing due diligence, credit applications, franchise agreements, music licenses, liquor licenses, other licenses, permits, taxes, etc.
• Monitor and arrange for updates to corp website as appropriate
• Maintain Office Holiday and birthday calendar – cakes, flowers and cards per HQ member’s preference or as appropriate
• Assist finance with distribution of month reports to lenders and authorities having jurisdiction
• Maintain corporate travel profiles for VP and C executives

Qualifications

• Must be discreet
• Extremely organized, detail oriented, with the ability to multitask with minimal supervision
• Ability to communicate effectively and eloquently verbally and in writing
• Must demonstrate patience and professionalism at all times
• Ability to understand the purpose, process and principles of President/CEO's workflow and elevate items of importance or time sensitivity to President/CEO’s attention
• Ability to effectively communicate with and collect information from team members and third parties, some of whom will require high levels of tact and/or diplomacy
• Is a highly effective listener and can speak clearly (both on the phone and in person) in a polite, understandable and professional manner
• Ability to assume and perform new job responsibilities at short notice
• Availability and flexibility with schedule-based business needs
• Ability to access and accurately input information using Microsoft Teams and 365 suite of programs
• No job too small or too big mentality (any unassigned miscellaneous tasks for office you “own”)
• Reachable and willingness to engage after hours or weekends with a fast response time

What We Offer

• Medical, Dental, Vision, Life and Disability Insurance
• Flexible Spending Account (FSA) Pre‑tax savings for healthcare and dependent care expenses
• 401(k) & Roth 401(k) Plans – Plan for your future with employer-supported retirement options
• Employee Assistance Program (EAP) – Confidential support services for personal and professional well‑being
• Career Growth Opportunities – We promote from within and invest in your long‑term success
• Paid Time Off (PTO) – Take time to relax, recharge, and explore life outside of work
• Paid Sick Leave – Supportive sick time policy to care for your health when you need it
• Exclusive Employee Hotel Discounts

Seniority Level

Mid‑Senior level

Employment Type

Full‑time

Job Function

Administrative

Industry

Hospitality