Executive Assistant

Requirements:

• Five (5)+ years of administrative experience, including support of senior executives (C-suite or EVP level preferred)
• Flexible and adaptable approach to supporting evolving executive needs, including limited personal assistance as required
• Heavy event planning experience required, including ownership of executive meetings, leadership offsites, board-related events, internal functions, and special company initiatives.
• Proven ability to manage complex calendars and priorities in a fast-paced environment
• Strong organizational skills with exceptional attention to detail
• Excellent written and verbal communication skills
• High level of professionalism, discretion, and sound judgment
• Ability to work independently, anticipate needs, and take initiative
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); strong calendaring expertise required
• Positive attitude, strong work ethic, and team-oriented mindset

Key Responsibilities:

Executive & Calendar Management

• Manage complex, high-volume calendars for the EVP and SVP, including recurring leadership meetings, cross-functional sessions, and external engagements
• Proactively prioritize scheduling requests, resolve conflicts, and optimize executive time
• Ensure recurring meeting cadences remain current, effective, and aligned with business needs

Travel & Logistics

• Coordinate all aspects of domestic and international travel including flights, accommodations, transportation, and detailed itineraries
• Build comprehensive travel agendas with built-in time management and logistical considerations
• Monitor travel in real time and proactively adjust plans as needed

Meetings, Board & Business Rhythm Coordination

• Coordinate department meetings, leadership sessions, quarterly business reviews, and executive-level meetings
• Support board and earnings preparation cycles, including scheduling, material coordination, and logistics
• Prepare meeting agendas, ensure materials are ready in advance, and manage day-of execution

Events & Offsite Coordination

• Coordinate department offsites, leadership meetings, and internal events end-to-end (logistics, scheduling, attendee coordination, materials)
• Partner with external vendors or event coordinators for larger events while maintaining internal ownership of execution
• Manage timelines, track deliverables, and ensure seamless event execution

Communication & Administrative Support

• Draft, edit, and manage professional communications on behalf of executives
• Create and modify presentations, reports, and documents using Microsoft Office tools
• Serve as a liaison across departments and with external stakeholders

Expense & Reporting Management

• Prepare and submit expense reports in a timely and accurate manner in accordance with company policies
• Track recurring expenses and follow up on approvals or discrepancies

Team & Operational Support

• Coordinate onboarding logistics for new hires, including scheduling, access, and team integration
• Maintain organizational materials such as contact lists, org charts, and team calendars
• Track key deadlines, deliverables, and follow-ups to support team alignment

Office & Operational Execution

• Ensure smooth in-office operations including meeting setup, supply management, and coordination with IT and building services
• Manage conference room scheduling and resolve booking conflicts
• Maintain organization of records, documents, and shared resources
• Handle sensitive and confidential information with the highest level of discretion

Personal & Executive Support (Limited Scope)

• Scheduling medical appointments and annual executive physicals
• Coordinating routine appointments (e.g., grooming)
• Managing select dining reservations during business travel or key in-office periods (e.g., Dallas Week)
• Assisting with hotel stay coordination at portfolio properties
• Other personal items as assigned, with business priorities taking precedence

What Sets This Role Apart

• High visibility role supporting senior leadership and key business initiatives
• Opportunity to act as a true partner in optimizing executive and team effectiveness
• Exposure to board-level, investor, and strategic business activities
• Dynamic and fast-paced environment within a leading hospitality platform.