Executive Assistant

Must be located in IL or IA

ACCOUNTABILITY

The Executive Assistant to the COO is critical in supporting daily operations and strategic initiatives within the organization. This position goes beyond traditional administrative duties, serving as a key liaison between the COO and various departments while gaining hands-on experience in operational management. The role requires strong organizational skills, problem-solving abilities, and a proactive approach to business challenges. 

The Executive Assistant will be expected to take ownership of projects, streamline processes, and contribute to the company’s overall efficiency and success, all while maintaining discretion and professionalism. This role will also support brand audit initiatives, assisting in gathering data, compiling reports, and coordinating cross-departmental efforts to ensure brand standards are met and maintained. Additionally, the Executive Assistant will help manage procurement-related tasks, working alongside department leads to track, source, and evaluate essential supplies and services that support ongoing projects and operational improvements. 

This is a project-based role, designed to provide the COO with agile and responsive support for high-impact initiatives. The Executive Assistant will play a vital role in managing key projects from inception to completion, ensuring deadlines are met and deliverables align with the company’s strategic goals. This position offers a unique opportunity to develop a comprehensive understanding of hospitality operations while contributing directly to the company’s growth and success. 

REPORTS TO AND IS SERVED BY: Chief Operations Officer

ABOUT EMBERGROVE 

Embergrove Hospitality Group is a dynamic hotel management company built on the vision of founder Jim Thompson, who sought to capture the essence of an adventurous lifestyle through bespoke guest rooms and amenities. With a diverse portfolio across the Midwest, Embergrove encompasses a vibrant collection of hotels, conference centers, and in-house food and beverage facilities. Guided by a seasoned leadership team, Embergrove is committed to innovation and dedicated support, fostering strong relationships with partners and personnel. Our hospitality is focused on creating exceptional experiences that resonate with our guests and ensure a memorable and meaningful stay.

WHAT TO EXPECT 

Operational & Administrative Support – Provide high-level assistance to the COO by managing schedules, coordinating meetings, preparing reports, and ensuring seamless daily operations. Act as a strategic partner in executing key initiatives and streamlining workflows. 

Leadership & Decision-Making Support – Serve as a right hand to the COO, assisting in decision-making by gathering critical information, analyzing data, and preparing executive summaries. Provide insights and recommendations to enhance operational efficiency. 

Cross-Departmental Coordination – Act as a liaison between the COO and various departments, ensuring alignment with company objectives. Facilitate communication, track key projects, and follow up on action items to drive results. 

Brand Audit & Procurement Support – Assist in conducting brand audits by gathering data, compiling reports, and coordinating efforts across departments to ensure brand standards are upheld. Supporting procurement initiatives by working alongside department leads to source, track, and evaluate essential supplies and services that contribute to ongoing projects and operational improvements. 

Process Improvement & Execution – Identify areas for operational enhancement and implement solutions that optimize efficiency. Develop and refine internal processes to support company growth and success. 

Confidentiality & Professionalism – Handle sensitive company information with the utmost discretion. Maintain a high level of professionalism in all interactions with stakeholders, including executives, employees, and external partners. 

Adaptability & Initiative – Take ownership of tasks with a proactive approach, anticipating the COO’s needs and addressing challenges before they arise. Be willing to take on diverse responsibilities beyond traditional administrative duties. 

Communication & Relationship Management – Manage internal and external communication on behalf of the COO, ensuring messaging is clear, timely, and aligned with company goals. Build strong relationships with key stakeholders to support business objectives. 

Project Ownership & Strategic Support – Lead and manage key projects from inception to completion, ensuring timelines are met and deliverables align with company objectives. Provide agile, responsive support for high-impact initiatives driven by the COO. 

RESPONSIBILITY 

As the Executive Assistant to the COO, you are responsible for upholding the company’s values and Just Cause while ensuring executive operations run seamlessly. This role requires a commitment of 40 hours per week, with flexibility based on business needs. In a remote capacity, maintaining a strong work ethic, responsiveness, and proactive engagement is essential. You are expected to enforce deadlines, support strategic initiatives, and ensure operational excellence while demonstrating professionalism, confidentiality, and a solutions-oriented mindset. 

This role demands a dynamic, “jack of all trades” approach; seamlessly shifting between strategic projects, administrative tasks, operational problem-solving, and cross-departmental coordination. The Executive Assistant must adapt quickly to evolving priorities, tackle unexpected challenges head-on, and proactively find solutions to ensure the COO and the broader team stay on track. From managing high-level initiatives to handling day-to-day operational needs, the ability to wear multiple hats and pivot as needed is essential to success. 

SOFT SKILLS  

CHARACTERISTICS: Congenial, Attentive, Agreeable, Sincere, Factual, Detailed, Conscientious, Efficient.

CORE COMPETENCIES: Action-Oriented, Managing Vision & Purpose, Time Management, Drive for Results, Composure, Organizational Agility, Problem Solving, Interpersonal Savvy, Decision Quality, Conflict Management. 

MINDSET: Entrepreneurial and infinite mindset, which prioritizes both personal and professional growth. 

HARD SKILLS  

EDUCATION AND EXPERIENCE:

• High School degree or GED required; Hospitality or Business degree preferred. 
• 1-3 years of experience within hotels; supervisory/management roles preferred. 
• Strong ability to execute multifaceted projects with a strategic mindset; able to anticipate opportunities and challenges and find solutions.  
• Ability to complete assigned tasks with detailed priorities and deadlines.  
• High level of professionalism and ability to handle sensitive information with discretion.  
• Quick to adapt to and proficient in using new technology platforms, including HRIS, CRM systems, and project management tools, to improve efficiency and support operations. 
• Highly proficient in Microsoft Office suite. 
• Valid driver license with active auto insurance. 

PHYSICAL DEMANDS: Prolonged sitting and computer use, able to lift, push, or carry 35 lbs

TRAVEL: 50%

POSITION: Remote work. Home office allowance allotted.