Excellent career opportunity with a fast-growing company, headquartered in Franklin, TN!
Perks
Travel Discounts, Hotel Discounts, Tuition Reimbursement, Professional Development, Rich Benefits Package, Competitive Salary
We are looking for an Executive Assistant to perform a variety of administrative tasks and support our company's executive team. Responsibilities include, but are not limited to, managing calendars, planning, prioritizing, and executing tasks in a timely manner. They must also exhibit skills in building & maintaining strong relationships both internally & externally. The ideal candidate is both approachable & respectful, comfortable with modern technology, virtual meeting platforms and scheduling systems. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.
*Not a remote or hybrid position*
Essential Functions:
- Function as the point of contact among executives, employees, clients, and other external partners, while maintaining strict confidentiality and discretion
- Manage information flow in a timely and accurate manner (emails, messages, various correspondence)
- Manage executives' calendars and set up meetings, when requested.
- Prepare various weekly, monthly and/or quarterly reports for internal and external customers/partners.
- Format information for internal and external communication (memos, emails, presentations, reports, etc.)
- Assemble budget books as needed.
Update and maintain Chartwell Hospitality’s digital information resource (shared drive)
- Maintain and update Chartwell Hospitality’s website as needed and directed.
- Organize and maintain the executives’ filing systems.
- Support office manager when needed.
Executive Support:
- Screen calls and emails of the COO and Leadership Team as requested.
- Create and modify documents such as reports, memos, letters, and spreadsheets.
- Compile, edit and distribute weekly and monthly reports (STR, property variance reports, P&L)
- Maintain and update email distribution groups and V-cards.
- Provide support using PowerPoint and Excel to create dashboards, charts, spreadsheets, statistical tables, databases, and ad hoc reports, etc.
- Prepare and/or collect visual and written materials for meetings and presentations including slides and/or PowerPoint files.
- Take and transcribe dictation, compose, and prepare confidential correspondence, reports, and other complex documents.
- Coordinate communication with the COO, Corporate Leadership and with Chartwell Hospitality property GMs and leadership teams.
- Prepare and submit check requests, prepare expense reports including credit card receipts and mileage reimbursement.
- Assist with programs, events or conferences when needed (coordinating facilities and caterer, issuing information or invitations, travel arrangements, etc.)
- Schedule, reserve and prepare conference room for meetings, including AV equipment as needed.
- Receive and assist internal and external customers/visitors as needed.
- Make travel arrangements as directed and prepare documents for travel.
- Other duties as assigned.
Education and Experience:
- Associate degree in business or equivalent preferred
- Minimum 3-5 years’ current experience as an Executive Assistant to the President/COO or to the Executive Vice President’s level
Knowledge and Skills:
Ability to maintain confidentiality in all aspects of property ownerships, clients, staff, and organization information.
Ability to demonstrate behavior consistent with Chartwell Hospitality’s culture.
Must be skilled in the creation and editing of documents using Microsoft Office products with attention to detail.
Knowledge of principles and practices of basic office management and organization
Ability to communicate effectively with strong verbal, writing, analytical and problem‐solving skills.
Knowledge of principles and practices of the organization, planning, records management, and general administration
Ability to follow oral and written instructions.
Excellent organizational and multi-tasking skills
Possess strong skills in correspondence, spreadsheets, and tables.
Ability to work efficiently, thoroughly, independently, and timely.
Ability to be flexible.
Physical Requirements:
While performing the duties of this job, the employee is regularly required to sit; stand; bend; walk; use hands or finger; or feel objects, tools or controls; lift boxes (up to 15 pounds); talk and hear. Vision abilities required by this job include close vision to a computer screen.
Benefits:
- Travel and Hotel discounts
- Medical with HSA
- Dental
- Vision
- Life & AD/D and Voluntary Plans
- Long/Short Term
- Supplemental Insurances
- 401-K with Company Match
- Tuition Reimbursement
- Professional Development and Growth Opportunities
- Competitive Compensation: Based on Experience