Executive Assistant

About Us!

At KAJ Hospitality, we pride ourselves on delivering exceptional guest experiences while fostering a collaborative and family-oriented work environment. Our mission is to inspire people to aspire. We believe in showing up in both good times and bad, overcoming obstacles together, and treating everyone—our team, guests, and partners—like family.

Job Summary

Elevate your career with KAJ Hospitality as an Executive Assistant! In this role, you’ll provide high-level administrative support to the Chief Executive Officer of KAJ Hospitality and the Founder of Acton Academy Sioux Falls, ensuring seamless communication and operational efficiency. Your work will enable the CEO to focus on strategic priorities while helping shape day-to-day operations across two unique industries.

Ideal Candidate Profile:

• Highly Organized: Skilled at managing multiple priorities, tracking complex schedules, and maintaining order.
• Detail-Oriented and Precise: Thorough and accurate in handling complex information, document preparation, and project tracking, with a strong commitment to quality and accuracy.
• Strong Communicator: Professional and empathetic, with the ability to build strong relationships and communicate effectively with stakeholders and team members.
• Proactive and Reliable: Anticipates needs, takes initiative, and ensures timely follow-through on all tasks.
• Adaptable and Flexible: Thrives in a fast-paced, dynamic environment with evolving priorities and is comfortable handling ambiguity.
• Relationship-Focused: Builds and maintains strong connections within both community and professional networks.
• Information-Gathering and Analytical: Skilled at gathering, analyzing, and managing information to support informed decision-making, with a preference for acting on well-understood details.
• Tech-Savvy and Innovative: Demonstrates expertise in leveraging AI tools to improve efficiencies and optimize workflows across all areas of responsibility.

What You Will Do!

KAJ Hospitality Responsibilities:

Coordinate Excellence

• Prioritize and manage email communications, drafting responses when appropriate, and ensuring timely follow-up.
• Serve as a liaison between the CEO and stakeholders, clients, and internal team members, including Acton Academy Sioux Falls, KAJ Hospitality, and project partners.
• Keep the CEO on track with personal appointments, family events, and reminders, ensuring seamless integration with professional responsibilities.

Be the Gatekeeper

• Organize and maintain the CEO’s calendar, scheduling appointments, prioritizing commitments, and coordinating meetings.
• Prepare agendas, documents, and ensure readiness for meetings, including EOS L10 meetings, project reviews, and client discussions.
• Track and follow up on meeting action items and deadlines.

Facilitate Transaction Due Diligence and Closing Administration

• Provide administrative support during due diligence and closing processes for acquisitions, sales, and hotel development projects.
• Prepare and organize required documents, track timelines, and facilitate communication with involved parties.
• Apply legal/paralegal expertise to assist with contracts, compliance, and document reviews.

Provide Operational Support

• Oversee the progress of multiple hotel construction and development projects, maintaining project timelines and status updates.
• Coordinate with contractors, developers, and project team members, ensuring deliverables are on schedule and aligned with project goals.

Enhance Client and Stakeholder Relations

• Prepare summaries, updates, and responses for clients and stakeholders to ensure clear, professional, and consistent communication.
• Assist in managing relationships with key contacts, tracking communication threads, and maintaining a high level of client satisfaction.

Plan with Precision

• Manage special projects as assigned, from concept to completion, including internal initiatives, company conferences, and leadership retreats.
• Handle travel logistics, including flights, accommodations, and schedules.
• Coordinate company events, ensuring all logistical details are managed and goals are achieved.

Build Community Connections & Enhance Network Management

• Support community outreach and networking activities to maintain strong connections within industry networks and local communities.
• Track networking opportunities and manage follow-up communications for industry events.

Acton Academy Responsibilities: (Acton Academy is a private educational institution for Pre-K through middle school located in Sioux Falls, SD.)

Foster Community Relationships

• Maintain consistent communication with parents, learners, and stakeholders.
• Foster relationships that align with Acton Academy’s mission and culture.

Provide Day-to-Day Operations Support

• Assist with scheduling, communication, and administrative needs related to daily school operations.
• Support parent communications and the family audition and onboarding processes.

Assist with Finance and Admin Support

• Assist with finance, compliance, payroll, AR/AP, and insurance.
• Provide support for HR and IT functions, ensuring operational efficiency.

Manage Special Projects

• Manage special initiatives and leadership team meetings, ensuring alignment with Acton Academy’s goals.

What We Are Looking For!

• Bachelor’s degree or equivalent post-high school advanced training preferred.
• Experience in supporting executive-level management, ideally in education, hospitality, real estate, or related fields.
• Legal or paralegal experience is highly valued, particularly for contract and compliance tasks.
• Proficiency in Microsoft Office, G Suite, and project management tools; experience with AI tools and financial/compliance systems is a PLUS!
• Exceptional organizational and administrative skills, with a high degree of accuracy and attention to detail.
• Excellent verbal and written communication skills, including grammar and spelling proficiency.
• Proven ability to handle confidential information with discretion and professionalism.
• This is an office-based role requiring the ability to sit, stand and use office equipment. Occasional light physical activity for filing and organizing materials may be needed.

Why Join Us?

Our Core Values define how we treat our team, guiding our approach to promotion, reward, and distinguishing us from any other company you have worked with.

What We Promise!

• A competitive base salary of $75,000 depending on experience.
• Ability to work in a collaborative and guest-focused culture and be a part of a leading hotel group in the hospitality industry.
• Opportunity for personal and professional growth, community involvement, and mentorship.
• A comprehensive benefit package including:
• Health, Dental & Vision
• Flexible Spending Account
• Employer Paid Life Insurance
• Paid Time Off
• 401K with Employer Match
• And MORE!
• PLUS, enjoy substantial discounts on Hilton and Marriott-branded hotels worldwide.

Are you people focused, proactive, resourceful, good at communicating with others, and adapt easily to change? If so begin your journey with KAJ Hospitality and elevate your career TODAY. Apply now to be a part of a family that inspires success TOGETHER!

At KAJ, we are here for YOU, here for OTHERS, and here for PEOPLE!

KAJ Hospitality is an equal opportunity employer!

https://www.kajhospitality.com/