What are the responsibilities and job description for the Executive Administrative Assistant position at stayAPT Suites?
The ideal candidate will be responsible for many different tasks related to the operations of the business for the President & CEO. They will field calls and maintain calendars. Additionally, this individual will organize reports and documents to ensure ease of access.
Responsibilities
- Answer and direct all incoming phone calls
- Maintain calendars for the President & CEO
- Establish communications between customers and executives
- Organize documents and reports
Qualifications
- Bachelor's degree or equivalent experience
- Experience in administrative role
- Strong written and verbal communication skills
- Ability to work in high intensity, fast-paced environment
Core Qualities to Look For
1. Hospitality Industry Experience (Preferred)
- Understands the rhythm of hotel operations, guest service expectations, and peak seasons.
- Familiar with industry lingo and key players (vendors, clients, etc.).
2. High-Level Administrative Skills
- Calendar management, travel coordination, meeting prep, minute taking.
- Comfortable managing multiple time zones and scheduling complexities.
- Experience in managing confidential information and handling sensitive matters discreetly.
3. Exceptional Communication Skills
- Can communicate professionally with VIP guests, stakeholders, and internal staff.
- Strong writing and editing skills for memos, presentations, and executive communications.
4. Tech-Savvy & Resourceful
- Proficient in Microsoft Office Suite, Google Workspace, project management tools (e.g., Asana, Trello), and maybe even hotel PMS (Property Management System) software.
- Able to pick up and master new tools quickly (e.g., CRM systems, travel booking platforms).
5. Organized, Detail-Oriented, and Proactive
- Anticipates the owner's needs before they arise.
- Able to manage multiple priorities without letting details slip.
6. Discretion and Loyalty
- Can be trusted with confidential business and personal information.
- Understands the balance between professional and personal boundaries.
Bonus Traits for a Hotel Environment
- Multilingual (especially if your hotel caters to international clientele).
- Event Planning Experience – helpful for VIP guest experiences, small conferences, or owner-hosted functions.
- Customer Service Mindset – aligns with the hospitality industry’s ethos of service excellence.
- Cultural Sensitivity – essential for dealing with diverse clientele and teams.
🧩 Ideal Background
- 5 years in an executive assistant or chief of staff-style role.
- Experience supporting a C-suite executive, entrepreneur, or owner/founder.
- Degree in Business Administration, Hospitality, or Communications is a plus.
