Executive Assistant

The FAENA Movement is one of culture, art and community. The FAENA Culture is steeped in the warmth and traditions of the south combining authentic and attentive hospitality with the world’s finest amenities. We act as a catalyst in making dreams a reality with the collaboration of ideas. Creating carefully curated spaces paired with excellence in service to delight the most sophisticated guests as they are indulged by the FAENA Culture.

Following Buenos Aires and Miami Beach, Faena New York, will find its home at 500 West 18th Street, overlooking the High Line in a building designed by Bjarke Ingels Group. This latest opening will be synonymous with sophistication, glamour, breathtaking artwork, and cultural trendsetting. This opening will mark the resurgence of luxury nightlife experiences in New York with dynamic food and beverage venues and programming that will make Faena the ultimate destination for the sophisticated traveler to New York.

JOB OVERVIEW

Faena New York is seeking an experience, highly professional Executive Assistant to join our team. As a member of the pre-opening team for Faena New York, this position requires an individual with excellent organizational skills, a polished presence, and the ability to represent the hotel in both behind-the-scenes and client-facing situations. The ideal candidate will assist with day-to-day office management, handle VIP guest relations, manage reservations, and provide seamless administrative support. This is a full-time, on-site position offering an exciting opportunity to contribute to the operational success of a world-class hospitality brand.

This position has an annual compensation rate of $80,000.

DUTIES AND RESPONSIBILITIES

Executive Support:

• Provide comprehensive administrative support to the General Manager, including scheduling, email management, preparing reports, and coordinating meetings
• Assist with preparing presentations, documents, and internal communications
• Handle confidential information with discretion

Guest Relations:

• Welcome VIP guests and ensure they have an exceptional experience from check-in through check-out
• Serve as a liaison for high-profile guests, addressing special requests and ensuring their needs are met promptly and professionally
• Lead or assist in hotel tours for potential clients, partners, or special guests, showcasing the hotel’s luxury amenities and services

Reservation & VIP Profile Management:

• Assist in managing reservations, ensuring VIP guests have personalized service during their stay
• Create, update, and maintain VIP guest profiles, ensuring preferences are noted and preferences are anticipated during future stays
• Coordinate with departments to ensure seamless guest experiences, from dining reservations to room preferences

Office Management:

• Ensure the smooth operation of the GM’s office by organizing supplies, managing daily operations, and maintaining an orderly, professional environment
• Coordinate travel arrangements, including transportation, accommodations, and itineraries for the GM and VIP guests
• Act as a point of contact for the GM’s office and liaise with senior management, staff, and external partners

Event & Meeting Coordination:

• Assist with the organization of high-level meetings, events, and conferences hosted by the General Manager, including preparation, logistics, and post-event follow-ups
• Ensure that all event details align with the hotel’s luxury brand standards

QUALIFICATIONS

• Education: Bachelor’s degree in hospitality, Business Administration, or a related field is preferred
• Experience: At least 3-5 years of experience in an administrative or executive assistant role, preferably in a luxury hospitality setting
• Exceptional organizational skills with the ability to manage multiple tasks efficiently
• Strong verbal and written communication skills, with the ability to interact confidently and professionally with high-level executives and guests
• Experience in managing reservations and building VIP guest profiles
• Knowledge of hospitality management software (PMS, reservation systems, etc.) is a plus
• Ability to provide hotel tours, showcasing the property in a polished and engaging manner
• Strong attention to detail and a commitment to delivering top-tier service
• Discretion and the ability to maintain confidentiality in all aspects of the role
• Ability to remain calm under pressure and manage time effectively
• A team-oriented mindset with the ability to work independently when needed

Additional Information:

• This position may require flexibility in hours, including weekends or evenings, depending on the needs of the General Manager and hotel events
• Occasional travel may be required for business-related activities

Physical Demands and Work Environment

• Endure various physical movements throughout the work areas
• Ability to move safely in uneven terrain or in confined spaces
• Remain active, constantly moving, or prolonged periods sitting at a desk and working on a computer throughout work shift or prolonged standing for a period
• Medium Work: Exerting up to 40 pounds of force occasionally, and/or 20 pounds of force frequently, and/or up to 10 pounds of constantly moving objects, may occasionally lift and/or move up to 25 pounds.