Executive Assistant

Description

Our commitment to excellent guest services is what drives us, and we are dedicated to hiring outstanding individuals who share our passion for ensuring our guests have an exceptional experience while staying with us. We are currently looking for a hardworking and motivated individual to join our team in Settlers Hospitality Headquarters.  

The Executive Assistant to the CEO at Settlers Hospitality group is in charge of carrying out day-to-day organizational tasks and facilitating efficient communication across teams within the organization and with external partners. The Executive Assistant’s responsibilities include managing calendars, making travel arrangements and preparing reports. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance. Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members.  

The executive assistant will answer phone calls, emails and text messages, will manage office calendars, will update databases and complete general clerical work and recordkeeping tasks. At least one year of relevant experience in the hospitality industry is preferred.

We are looking for an Executive Assistant to perform a variety of administrative tasks and support our company’s senior-level managers.

Responsibilities:

• Act as the point of contact among executives, employees, clients and other external partners
• Manage information flow in a timely and accurate manner
• Manage executives’ calendars and set up meetings
• Make travel and accommodation arrangements
• Prepare weekly, monthly or quarterly reports
• Prepare lease agreements, tenant notices, and documents for rentals
• Manage and record rental payments and associated paperwork
• Manage and configure rental database
• Manage maintenance requests submitted by tenants and coordinate repairs with facilities teams
• Process and track accounts payable and receivable for rentals
• Manage vendors as assigned for rentals
• Format information for internal and external communication – memos, emails, presentations, reports
• Take minutes during meetings
• Screen and direct phone calls and distribute correspondence
• Coordinate property showings with realtors and prospective tenants as needed
• Prepare and types written correspondence (letters, proposals, contracts, etc) 
• Maintain the office calendar
• Write memos, correspondence, invoices, receipts, spreadsheets and other reports as needed
• Keep the office database and filing system up to date and organized
• Perform other duties as directed by management

Requirements

Qualifications:

• Work experience as an Executive Assistant, Personal Assistant or similar role
• Experience in real estate management preferred
• Excellent MS Office knowledge
• Outstanding organizational and time management skills
• Experience with various forms of office software and equipment
• Excellent verbal and written communications skills
• Discretion and confidentiality
• High School degree
• PA diploma or certification is a plus
• Strong leadership skills
• Able to write reports and presentations
• Good interpersonal skills
• Ability to work with staff across multiple departments 
• Ability to work with vendors and clients, fostering and maintaining strong relationships that result in positive guest experiences
• Ability to work with budgets and create spreadsheets
• At least one year of hospitality experience is preferred