Executive Administrative Assistant

Education

Bachelor's degree in Business Administration, or a related discipline, preferred or at least five years’ post-study work experience.

High school diploma/G.E.D. equivalent required.

Experience

Minimum of three years of administrative or office coordination experience, ideally within the timeshare industry.

Work setup

5x a week onsite/ Office hours - 8AM to 5PM

Skills/Attributes

Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams PowerPoint, SharePoint), working knowledge of Power BI an advantage.

Demonstrates a professional demeanor, is well-organized, an innovative thinker, and has strong attention to detail.

Excellent organizational and time management skills to manage multiple tasks, projects, and juggle priorities.

Strong problem-solving abilities and a proactive mindset.

Excellent interpersonal skills to engage with cross-functional teams, customers, field leaders, and senior leaders to achieve set goals.

Ability to work flexibly and effectively with others (team player).

Capability to manage multiple priorities and commitments concurrently.

Proven ability to recognize and provide the appropriate level of detail required by each stakeholder.

Ability to follow procedures accurately and consistently.

Demonstrated critical thinking skills.

Excellent verbal and written communication skills.

Position Summary

Provide executive administrative support to the Chief Revenue Management Officer and organizational support to the Inventory Revenue Management (IRM) leadership team. Manage complex calendars, prioritize meeting requests, coordinate travel, and prepare expense reports. Serve as a central point of coordination for the executive office, facilitating timely communication with corporate, regional, and field stakeholders. Greet visitors to the IRM Executive Office and direct inquiries to appropriate contacts.

Prepare correspondence, presentations, meeting materials, and other documents; maintain organized records; and process departmental invoices and contract documentation in accordance with company procedures.

Coordinate leadership meetings, business reviews, conferences, and associated travel and logistics for the Chief Revenue Management Officer and IRM leadership. Compile inventory and revenue management business performance reports and presentation materials from information provided by the team. Prepare agendas, record meeting minutes, track action items, and coordinate follow-up with responsible stakeholders.

Support departmental administrative processes, including records management, expense reporting, payroll submissions, invoices, and purchase orders, as required. Complete assignments independently with minimal direction, exercising sound judgment, discretion, and attention to detail.

Follow all company policies and procedures, ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary information, and protect company assets. Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of other employees. Speak with others using clear and professional language and answer telephones using appropriate etiquette.

Welcome and acknowledge all guests according to company standards, anticipate and address guests’ service needs, assist individuals with disabilities, and thank guests with genuine appreciation. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested by Supervisors.

Expected Contributions

Executive Officer Support

Manage the Chief Revenue Management Officer’s calendar and meeting schedule, prioritizing requests and resolving scheduling conflicts in alignment with business priorities.

Coordinate travel for the Chief Revenue Management Officer, including transportation, accommodations, itineraries, meeting materials, and post-trip expense reporting in collaboration with regional and site leadership.

Prepare and process expense reports in a timely manner, Coordinate complex schedules with other corporate/ regional stakeholders, including travel arrangements and logistics.

Handle confidential information with professionalism and discretion

Coordinate the collection and compilation of inventory and revenue management reports, business review materials, and presentations for the Chief Revenue Management Officer’s review, confirming completeness and timely submission.

Draft and edit emails, memos, presentations, and internal communications.

Assist with the preparation and distribution of IRM leadership, regional, and departmental communications.

Partner with administrative colleagues and relevant departments to coordinate onboarding logistics for IRM leaders.

Assist with the planning and coordination of meetings/ conferences.

Attend meetings and conference calls as requested, document decisions and action items, and coordinate follow-up with responsible stakeholders.

Prepare for scheduled visitors, including arranging hoteling space and security passes as required.

Assist with printing and document preparation.

IRM Team Support

Provide administrative coordination and backup support for the IRM leadership team, in partnership with administrative colleagues and as directed by the Chief Revenue Management Officer, including: Assist with the preparation of meeting agendas and minutes.

Help coordinate travel planning and logistics for IRM leaders as requested.

Support with purchase orders, and vendor contracts as required.

Help coordinate shipment of supplies to remote staff and support internal logistics.

Policies and Procedures

Maintain confidentiality of proprietary materials and information.

Protect the privacy and security of guests and coworkers.

Follow company and department policies and procedures.

Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures.

Perform other reasonable job duties as requested by Supervisors.

Guest Relations

Address guests' service needs in a professional, positive, and timely manner.

Actively listen and respond positively to guest questions, concerns, and requests using brand or property specific process (e.g., LEARN, PLEASED, Guest Response, LEAP) to resolve issues, delight, and build trust.

Welcome and acknowledge each and every guest with a smile, eye contact, and a friendly verbal greeting, using the guest's name when possible.

Anticipate guests' service needs, including asking questions of guests to better understand their needs and watching/listening to guest preferences and acting on them whenever possible.

Thank guests with genuine appreciation and provide a fond farewell.

Communication

Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.

Speak to guests and co-workers using clear, appropriate and professional language.

Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.

Working with Others

Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.

Support all co-workers and treat them with dignity and respect.

Develop and maintain positive and productive working relationships with other employees and departments.

Partner with and assist others to promote an environment of teamwork and achieve common goals.

Physical Tasks

Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance.

General Administration

Open, read, and prepare answers to routine letters.

Locate and attach appropriate files to incoming correspondence requiring replies.

Take and distribute meeting minutes to appropriate individuals.

Handle incoming and outgoing mail, including date stamping and distributing incoming mail (e.g., overnight mail, delivery/messenger services, First Class, Federal Express, UPS, Cablegrams, Telex, Mailgrams, Telegrams, Voicemail certified, International, and Registered).

Documentation/Reporting

Assist with executive travel planning and post-trip expense reports.

Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc.

Assist with planning large corporate or field-based meetings and associated travel for executive leaders.

Assist with compiling periodic business performance reports as requested.

Computers/Software

Transmit information or documents using a computer.

Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.

Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservation and answer inquiries from guests.

Office Equipment

Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, calculator, and electronic peripherals.

Transmit information or documents using mail, or facsimile machine.

Communication

Document all guest requests/complaints and communicate such to appropriate personnel for proper handling.

Greet visitors to the IRM Executive Office and direct or escort them to specific destinations.