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Form of workJob Description
Executive Assistant
Who you are:
An upbeat and design-forward executor who is resourceful, loyal, trustworthy, and straightforward.
You can handle a heavy workload with the ability to focus on urgent items first and can adapt to new circumstances with ease.
You do well under pressure and strive for accuracy in your work.
Your idol is Marie Kondo – you keep an organized and clean environment.
You are intuitive and can anticipate the needs of the team.
You are a strong communicator and possess excellent written and verbal communication skills.
You find gratification in making detailed plans and then executing them fully.
Who we are:
Energetic, motivated, highly skilled hotel renovation experts who deliver major transformations of branded hotels (Hilton, Marriott, IHG) across the United States. We are a team of like-minded people who work together to carry the title of one of the fastest-growing private companies in America (Inc. 5000).
What we offer:
Industry-leading healthcare; Dental; Vision; Life; Short-Term Disability; Flexible Spending Account
401(k)- fully matched and fully vested.
Competitive salary
Generous time-off; Team-building events, Travel incentives; Matching charitable donations and opportunities for volunteerism.
The Role:
The Executive Assistant provides high-level support for executive management while maintaining the highest level of confidentiality, exercising administrative judgment, and assuming responsibility for decisions, consequences, and results. Functions include heavy calendar management, successful coordination of travel/meetings, and management of a small office. They serve as liaisons between executives and other departments within the organization. They exercise independent judgment in the resolution of administrative problems. They prioritize and manage multiple projects simultaneously with little or no supervision.
Responsibilities:
Executive-level support to the CEO including heavy calendar management, travel arrangements, maintaining the CEO’s Master Task Calendar, and daily support.
Handle incoming/outgoing phone and electronic communications on behalf of executive management.
Update & submit expense reports for executive management. File receipts appropriately.
Office Management
Mail Management - external & incoming communications (scan paper to email)
Purchase office supplies
Re-stock office space areas as required
Office event – Happy Hours, Lunches, Special Events, etc.
Kitchen/Bath re-stock & minor cleaning during the day (cleaned by 3rd party daily), Re-stock kitchen regularly, clean out the fridge on Fridays.
Weekly update to the announcement board
Assist HR with new employee office setups.
Perform administrative tasks such as printing, scanning, file organization, and contract execution.
Ensure the company website has up-to-date project photos and information.
Maintain CEO’s CRM database, and update business cards, and contact information. Add new contacts to LinkedIn & CRM.
Independently create well-organized, grammatically correct memos and reports for distribution to members of various departments.
Off-site meeting prep for client and site visits for CEO.
Monitor, revise, and update process, and company SOPs as needed. Create a user-friendly interface for the company.
Check deposits (scan all checks and stubs to accounting w/deposit receipt, deposit with bank)
Assist with business operations software maintenance, new employee setup, & reporting.
Setup & prep quarterly and annual Leadership planning meetings including Team recap meetings.
Coordinate new employee training w/CEO and maintain documents in system training folders (New Employee Slides, VTO, AC, Quarterly/Annual Slides, R&R, etc.)
Engage employees in the Operating System (Entrepreneurial Operating System)
Update quarterly progress data in system documents.
Compile monthly corporate team meeting agenda & slide deck; including project photos.
Special events planning and coordination (i.e. team and client events & outings).
IT MSP Management & Communication Systems
Send weekly recap reports to CEO w/time tracking recaps (Toggl) + recurring to-do list checklist.
Perform other duties as assigned.
Requirements:
3 to 5 years of high-level executive support or office management experience
Proficiency in Microsoft 365 Suite especially Microsoft Office and Excel
Detailed focused, tech-savvy with an eye on polished documents, and Marie Kondo-type organization skills.
Excellent verbal and written communication skills
Ability to remain flexible and efficient in a fast-paced environment.
Ability to make intelligent, independent, and quick decisions.
Can work well under pressure; especially when faced with unexpected occurrences or delays.
Ability to effectively analyze and solve problems.
For this application, we ask that you take the Culture Index Survey* by copying and pasting the below link in your web browser. This survey will take no longer than 5-7 minutes:
https://surveys.cultureindex.com/s/F1B0CE0000/93498
*If you are applying for multiple roles, you only need to complete a Culture Index survey once.*
Hotel Rehabs, LLC is a boutique general contractor that specializes in transforming major branded hotels (like Hilton, Marriott, and IHG) throughout the United States. We are a tight-knit, dedicated force that delivers quality results on time and budget. We are looking for proven, like-minded construction professionals with hotel renovation experience to join our team. We offer competitive salaries, benefits (including immediately matched and vested 401k and health benefits), a unique work environment, and the support necessary for success. We are looking for highly skilled, energetic, and motivated people to join our expanding team.
Hotel Rehabs, LLC is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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