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Windsor Hospitality · 3 weeks ago

Executive Assistant & Office Administrator

Santa Monica, CA

Full-time

Onsite

Mid Level

Windsor Hospitality is seeking an Executive Assistant & Office Administrator to ensure the efficient operation of their corporate office while providing executive support to the President/CEO. This role includes managing the President's schedule, coordinating meetings, and maintaining office organization, with a focus on confidentiality and professionalism.

HospitalityHotelReal Estate

Responsibilities

Operate confidentially and with discretion and understand how to properly handle confidential information

Organize and keep current the President’s daily/weekly/monthly schedule

Coordinate meeting dates, communications, locations, agenda and meeting preparation

Answer phones, screen calls and handle as appropriate or take messages as necessary

Manage travel arrangements including lodging, airline and ground transportation as needed and coordinate itineraries with other travelers; must be familiar with international travel

Personal travel or local conference attendance may be required

Obtain and maintain all of President’s meeting notes; and proactively create task lists as necessary

Follow up on 'To-Do' or task lists issued by President internally and externally

Prepare documents for President’s signature; disseminate as appropriate

Maintain personal and corporate files of President

Relieving President of general administrative detail

Prepare and track President’s expense reports

Coordinate presentations and report-preparation on behalf of the President

Coordinate Board of Advisor meetings (may include assisting Board Members with travel arrangements)

Populating form agreements (NDA’s) and preparing documents for execution

Assist with Special Projects or any other task as assigned

Organize and maintain the office, ensuring a professional appearance at all times, including common areas such as the supply room and kitchen

Train and support other administrative staff on routine office functions

Assist in preparation of presentation materials, marketing brochures, acquisition, development or sale 'teasers'

Act as a liaison with Building Management and 3rd party vendors for Corp. office, including parking passes and service requests

Integrally involved in Leadership conferences or offsite meeting planning and execution

Act as the point of contact for administrative services that support the corporate office

Receive all incoming mail/correspondence; distribute and/or handle as appropriate

Receive and route incoming calls on main office line

Coordinate mailing and distribution of internal and external materials, including management of postage, next day shipping and courier service vendors

Coordinate support and service for all-office meetings, meals or events (including team members’ birthdays)

Managing HQ office administrative expenses including office supplies, business cards and letterhead

Understand seasonal or timely priorities for organization and assist with associated task completion (assets sales, acquisitions, tax filings, loan closings, etc.)

Reinforcing Windsor’s file naming convention and file storage policy to include - Insurance files, loan documents, closing binders, financing due diligence, credit applications, franchise agreements, music licenses, liquor licenses, other licenses, permits, taxes, etc

Monitor and arrange for updates to corp website as appropriate

Maintain Office Holiday and birthday calendar – cakes, flowers and cards per HQ member’s preference or as appropriate

Assist finance with distribution of month reports to lenders and authorities having jurisdiction

Maintain corporate travel profiles for VP and C executives

Qualification

Microsoft TeamsMicrosoft 365Organizational skillsDiscretionMultitaskingEffective communicationAttention to detailProfessionalismListening skillsFlexibility

Required

Must be discreet

Extremely organized, detail oriented, with the ability to multitask with minimal supervision

Ability to communicate effectively and eloquently verbally and in writing

Must demonstrate patience and professionalism at all times

Ability to understand the purpose, process and principles of President/CEO's workflow and elevate (to President/CEO's attention) items of importance or time sensitivity

Ability to effectively communicate with and collect information from team members and third parties, some of whom will require high levels of tact and/or diplomacy

Is a highly effective listener and can speak clearly (both on the phone and in person) in a polite, understandable and professional manner

Ability to assume and perform new job responsibilities at short notice

Availability and flexibility with schedule-based business needs

Ability to access and accurately input information using Microsoft Teams and 365 suite of programs

No job too small or too big mentality (any unassigned miscellaneous tasks for office you 'own')

Reachable and willingness to engage after hours or weekends with a fast response time