Executive Assistant

We are looking for an Executive Assistant to perform a variety of administrative tasks and support our company's executive team. Responsibilities include, but are not limited to, managing calendars, planning, prioritizing, and executing tasks in a timely manner. They must also exhibit skills in building & maintaining strong relationships both internally & externally. The ideal candidate is both approachable & respectful, comfortable with modern technology, virtual meeting platforms and scheduling systems. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.

*Not a remote or hybrid position*

Essential Functions:

• Function as the point of contact among executives, employees, clients, and other external partners, while maintaining strict confidentiality and discretion
• Manage information flow in a timely and accurate manner (emails, messages, various correspondence)
• Manage executives' calendars and set up meetings, when requested.
• Prepare various weekly, monthly and/or quarterly reports for internal and external customers/partners.
• Format information for internal and external communication (memos, emails, presentations, reports, etc.)
• Assemble budget books as needed.

Update and maintain Chartwell Hospitality’s digital information resource (shared drive)

• Maintain and update Chartwell Hospitality’s website as needed and directed.
• Organize and maintain the executives’ filing systems.
• Support office manager when needed.

Executive Support:

• Screen calls and emails of the COO and Leadership Team as requested.
• Create and modify documents such as reports, memos, letters, and spreadsheets.
• Compile, edit and distribute weekly and monthly reports (STR, property variance reports, P&L)
• Maintain and update email distribution groups and V-cards.
• Provide support using PowerPoint and Excel to create dashboards, charts, spreadsheets, statistical tables, databases, and ad hoc reports, etc.
• Prepare and/or collect visual and written materials for meetings and presentations including slides and/or PowerPoint files.
• Take and transcribe dictation, compose, and prepare confidential correspondence, reports, and other complex documents.
• Coordinate communication with the COO, Corporate Leadership and with Chartwell Hospitality property GMs and leadership teams.
• Prepare and submit check requests, prepare expense reports including credit card receipts and mileage reimbursement.
• Assist with programs, events or conferences when needed (coordinating facilities and caterer, issuing information or invitations, travel arrangements, etc.)
• Schedule, reserve and prepare conference room for meetings, including AV equipment as needed.
• Receive and assist internal and external customers/visitors as needed.
• Make travel arrangements as directed and prepare documents for travel.
• Other duties as assigned.

Education and Experience:

• Associate degree in business or equivalent preferred
• Minimum 3-5 years’ current experience as an Executive Assistant to the President/COO or to the Executive Vice President’s level

Knowledge and Skills:

• Ability to maintain confidentiality in all aspects of property ownerships, clients, staff, and organization information.

• Ability to demonstrate behavior consistent with Chartwell Hospitality’s culture.

• Must be skilled in the creation and editing of documents using Microsoft Office products with attention to detail.

• Knowledge of principles and practices of basic office management and organization

• Ability to communicate effectively with strong verbal, writing, analytical and problem‐solving skills.

• Knowledge of principles and practices of the organization, planning, records management, and general administration

• Ability to follow oral and written instructions.

• Excellent organizational and multi-tasking skills

• Possess strong skills in correspondence, spreadsheets, and tables.

• Ability to work efficiently, thoroughly, independently, and timely.

• Ability to be flexible.

Physical Requirements:

While performing the duties of this job, the employee is regularly required to sit; stand; bend; walk; use hands or finger; or feel objects, tools or controls; lift boxes (up to 15 pounds); talk and hear. Vision abilities required by this job include close vision to a computer screen.

Benefits:

• Travel and Hotel discounts
• Medical with HSA
• Dental
• Vision
• Life & AD/D and Voluntary Plans
• Long/Short Term
• Supplemental Insurances
• 401-K with Company Match
• Tuition Reimbursement
• Professional Development and Growth Opportunities
• Competitive Compensation: Based on Experience