Executive Administrative Assistant

Capital Vacations, a leading provider of exceptional vacation ownership and timeshare experiences, is seeking a highly organized, detail-oriented, and proactive Executive Administrative Assistant to join our team. The Executive Administrative Assistant will provide administrative support to the executive leadership team, ensuring smooth operations, efficient communication, and timely completion of tasks in a fast-paced and dynamic environment.

Key Responsibilities:

• Executive Support: Manage the executive team’s calendar, schedule meetings, conference calls, and travel arrangements and host our Boards and other groups that come to the corporate office.
• Correspondence & Communication: Draft, proofread, and manage outgoing correspondence, emails, and other communication on behalf of the executive team. Serve as a point of contact for internal and external stakeholders.
• Meetings & Events: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items. Plan, coordinate, and host executive meetings, special events, board members, and company retreats.
• Document Management: Organize and maintain confidential files and records, ensuring all documents are easily accessible and up to date. Assist with the preparation of reports, presentations, and other important documentation.
• Office Management: Oversee day-to-day office operations, including maintaining office supplies, managing incoming and outgoing mail, and ensuring the office environment is well-organized.
• Travel Arrangements: Coordinate and book travel, including flights, accommodation, transportation, and itineraries for the executive team and board members.
• Project Support: Assist with special projects, tracking project deadlines, and ensuring the timely completion of various administrative and operational tasks.
• Customer & Vendor Relations: Serve as a liaison between the executive team and clients, vendors, or partners, addressing inquiries, managing relationships, and providing excellent customer service.
• Data Management & Reporting: Own a large amount of data for the Hospitality Operations team. Support the executive team in compiling and analyzing data related to timeshare sales, customer feedback, and other company metrics. Generate reports and presentations as required.

Qualifications:

• Education: High school diploma required; associate or bachelor’s degree in business administration, hospitality, or a related field preferred.
• Experience: At least 3-5 years of experience as an administrative assistant, executive assistant, or in a similar role, preferably within the hospitality or timeshare industry.
• Skills:
  • Strong Analytical Skills
  • Exceptional organizational and time-management abilities.
  • Strong written and verbal communication skills.
  • Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
  • Ability to maintain confidentiality and handle sensitive information.
  • Excellent attention to detail with a high level of accuracy.
  • Strong multitasking and problem-solving skills.
  • Budget and financial skills
  • 15% travel required