What are the responsibilities and job description for the Hotel Executive Assistant position at Study Hotels?
Study Hotels is currently seeking a detailed-oriented Hotel Executive Assistant to provide administrative and operational support to the hotel management team. The ideal candidate is a self-starter and can demonstrate excellent time management, written communication, and organization skills.
What You’ll Do
Who You Are
The Essentials
About Us
The Study at University City, the second property of the Study Hotels brand, is located at the crossroads of the University of Pennsylvania and Drexel University in the heart of University City in Philadelphia, PA.
The 212-room hotel features areas of discovery and connection placed throughout for purposeful guest interaction, including three custom designed museum cases showcasing artifacts from nearby museums, custom writing desks complete with postcards to encourage guests to connect with family and friends’ postage free, and a European-inspired café. Guest rooms and public spaces are designed around a bright, uplifting palette, reflective of contemporary residential living.
The Study at University City offers CO-OP Restaurant & Lounge, an energetic restaurant featuring great food and spirited hospitality positioned at the bustling corner of 33rd and Chestnut Streets.
Eligible full-time team members are offered a comprehensive benefit package including medical, dental, vision, life and disability insurance, paid time off and paid holidays. Team members are eligible to participate in our 401(k) plan and Employee Assistance Program.
Study Hotels is an Equal Opportunity Employer and does not discriminate on the basis of age, race, religion, disability, nationality, sex, sexual orientation, or any other category protected by federal, state, or local law.
What You’ll Do
- Provide administrative support to the hotel management team, including but not limited to calendar management, screen mail and phone calls, manage contact lists, prepare expense reports, and attend various meetings, as required.
- Prepare and format letters, internal memos, meeting minutes, presentation materials, reports, and other documents.
- Handle internal requests such as printing, vendor coordination, purchase orders, sending and receiving mail, ordering all office supplies, running various errands, and general day-to-day inquiries.
- Assist with research and gathering information relevant to the hotel property and new projects.
- Develop team/organizational meetings, agendas, coordinate presentation materials, and follow-up with appropriate action items.
- As required, coordinate tasks and flow of information.
Who You Are
- Entrepreneurial spirit – You approach things with passion and purpose, find creative ways to break through roadblocks, are willing to roll up your sleeves to see things through, and think in terms of strategy (not tasks).
- Able to roll with changes – Sometimes meetings run long, travel gets canceled, and when the plans change last-minute, you can stay calm, adapt, and maintain optimism.
- Great communicator – You interact confidently with all levels of the organization, provide timely feedback, coordinate meeting follow-up action items, and can always exhibit professional judgment with respect to confidentiality.
- Highly organized and detail-oriented – You create order, checklists, build routines, manage deadlines, and establish accountability quickly and efficiently.
The Essentials
- Education: Bachelor’s degree preferred
- Experience: 2 in a professional office setting at an executive level and providing administrative support.
- Must be able to demonstrate impeccable communication (written and verbal) and organizational skills to work with internal and external stakeholders.
- Possess experience handling confidential and sensitive materials with discretion.
- Advance user of Microsoft Suite (Word, Excel, PowerPoint).
- Strong organizational skills, including follow-up, time management, ability to multi-task and manage multiple priorities in a fast-paced environment.
- An ability to positively communicate and interact with all departments, external vendors, and guests.
- Ability to respond after hours for important, timely, or urgent matters.
About Us
The Study at University City, the second property of the Study Hotels brand, is located at the crossroads of the University of Pennsylvania and Drexel University in the heart of University City in Philadelphia, PA.
The 212-room hotel features areas of discovery and connection placed throughout for purposeful guest interaction, including three custom designed museum cases showcasing artifacts from nearby museums, custom writing desks complete with postcards to encourage guests to connect with family and friends’ postage free, and a European-inspired café. Guest rooms and public spaces are designed around a bright, uplifting palette, reflective of contemporary residential living.
The Study at University City offers CO-OP Restaurant & Lounge, an energetic restaurant featuring great food and spirited hospitality positioned at the bustling corner of 33rd and Chestnut Streets.
Eligible full-time team members are offered a comprehensive benefit package including medical, dental, vision, life and disability insurance, paid time off and paid holidays. Team members are eligible to participate in our 401(k) plan and Employee Assistance Program.
Study Hotels is an Equal Opportunity Employer and does not discriminate on the basis of age, race, religion, disability, nationality, sex, sexual orientation, or any other category protected by federal, state, or local law.
