Coorg Marriott Resort & Spa

Executive Assistant

Coorg Marriott Resort & Spa

part-time

Posted on:

Location Type: Hybrid

Location: Washington • Arizona • California • United States

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Salary

💰 $75,000 - $94,000 per year

About the role

  • Manage complex CEO/CPO schedules, coordinate meetings, and ensure that the CEO/CPO’s calendars are handled in an efficient and discrete manner.
  • Coordinate and schedule meetings with staff, donors, partners, journalists, and other strategic stakeholders, including sending calendar invitations, reserving conference rooms/ordering catering if required, setting up conference calls, and providing preparatory materials in advance to fully prepare the CEO/CPO.
  • Coordinate travel arrangements for CEO/CPO and event-related guests including: scheduling transportation and accommodations, and preparing visas and other travel documents.
  • Perform high-level administrative functions, including but not limited to drafting and processing correspondence, managing (digital) filing systems and documents, making and screening calls, and taking notes during sensitive meetings.
  • Assist with the preparation of various communications such as memoranda and paperwork, including light editing and formatting.
  • Actively manage and prioritize CEO email, Slack, Asana, and other communication information channels, and access/navigate confidential information to support other executive functions across all types of work in the organization.
  • Liaise with the Board of Trustees (BoT) and coordinate board meetings and retreats, including logistical arrangements, catering, and collecting and distributing materials.
  • Lead onboarding and offboarding for BoT members, ensuring they have the information and logistics support they need to be successful.
  • Track Board of Trustee terms and action items.
  • Exercise judgment in managing and prioritizing the CEO/CPO’s to-do lists.
  • Reconcile credit card statements, track expense receipts, and maintain CEO/CPO monthly timesheets.
  • Anticipate logistical issues and problem-solve on behalf of the CEO/CPO.
  • Maintain and preserve highest levels of confidentiality.
  • Perform general administrative and other duties as assigned.
  • Maintain timesheets and submit them on time.
  • Meet periodically as requested with supervisor and other team members.
  • Participate in weekly staff and team meetings and other organizational activities, including a regular staff performance evaluation.
  • Meet target dates, prioritize tasks, and ensure high-quality work products.

Requirements

  • Minimum of five years of executive-level administrative experience.
  • Ability to organize and manage multiple priorities, exercise judgment, and be flexible in a fast-paced and dynamic work environment.
  • Superior professional communication skills, including courteous oral and written communication with both internal and external audiences.
  • Ability to maintain confidentiality related to documents, correspondence, and discussions.
  • Experience learning and thriving in new digital systems and maintaining calendars and tasks across an array of platforms and technologies.
  • Ability to take rapid notes/minutes in real-time (minimum of 80 wpm).
  • Highly self-directed and self-motivated.
  • Ability to quickly and efficiently triage during emergencies.
  • Proficiency in Microsoft Office and Google Suite (Docs, Calendars, Sheets, etc).
  • Authorization to work in the United States without CIEL visa sponsorship.
  • Commitment to incorporating principles of justice, equity, and inclusion into all aspects of the work.
  • Ability to work both independently and in close coordination with a team.
  • Able to occasionally travel internationally for periods of up to 1 week (public safety guidelines permitting).
Benefits
  • Health insurance
  • Dental insurance
  • Vision insurance
  • Paid vacation
  • Paid sick leave
  • Parental leave
  • 5% contribution of gross annual salary into a 403(b) retirement account
  • Relocation stipend
  • Dedicated professional development funding
  • Paid sabbatical leave after 7 years
  • One-time stipend of USD $750 for fully remote workers
  • Additional USD $250 per year for maintaining remote work space
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
executive-level administrative experiencenote-takingcalendar managementtravel arrangementscorrespondence draftingexpense trackinglogistical coordinationconfidentiality maintenanceproblem-solvingtime management
Soft Skills
organizational skillsjudgmentflexibilityprofessional communicationself-directedself-motivatedtriage skillsteam coordinationadaptabilityconfidentiality