Executive Assistant

Location: Koloa

POSITION PURPOSE The Executive Assistant serves as a key partner to leadership, providing high-level administrative and operational support to ensure effective coordination of daily activities, internal initiatives, and associate engagement efforts. This role helps drive communication, alignment, and execution across departments while supporting a positive and collaborative workplace culture.

ESSENTIAL RESPONSIBILITIES Provide high-level administrative support to leadership, including calendar management, meeting coordination, and handling confidential information.

Manage hotel gift certificate sales and coordinate donation requests, ensuring timely responses and alignment with company guidelines.

Assist with onboarding of new employees, including coordination of paperwork, orientation logistics, and new hire communication.

Facilitate monthly safety meetings, including scheduling, preparing materials, and tracking attendance and compliance.

Lead and execute brand standard audits, ensuring consistency with company expectations and identifying opportunities for improvement.

Support planning and execution of internal events, including coordinating logistics and decorating for monthly associate celebrations.

Serve as a key connector for the leadership team, supporting alignment, communication, and coordination across departments.

Act as Manager on Duty (MOD) as assigned, providing operational support, issue resolution, and cross-departmental coordination.

Maintain organized records, reports, and internal documentation to support operational efficiency.

SUPPORTIVE FUNCTIONS In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:

Prepare reports, presentations, correspondence, and meeting materials with a high level of accuracy and confidentiality.

Track action items, deadlines, and follow-ups to ensure timely completion of leadership priorities.

Coordinate executive meetings, including agendas, notes, and follow-up documentation.

Support internal and external communications on behalf of leadership, ensuring professionalism and consistency.

Anticipate leadership needs and proactively support day-to-day operational efficiency.

PHYSICAL DEMANDSAbility to sit, stand, and walk for extended periods throughout the workday.

Ability to lift, carry, push, and/or pull up to 45 pounds occasionally (e.g., décor items, office supplies, event materials).Frequent use of hands and fingers to operate office equipment, including computers, phones, and printers.

Ability to bend, stoop, reach, and perform light physical tasks related to event setup and breakdown.

Visual ability to read documents, computer screens, and manage detailed information.

Ability to communicate effectively in person, over the phone, and via electronic communication.

SPECIFIC JOB KNOWLEDGE,

SKILLS AND ABILITIES

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:

Must be able to speak, read, write, and understand the primary language used in the workplace.

Requires good communication skills, verbal, written and electronic.

Considerable knowledge of complex mathematical calculations and computer programs.

Must have excellent leadership capability and customer relations skills.

Must be detail oriented with outstanding organizational and communication skills.

Must possess intermediate computer skills.

Intermediate excel skills (VLOOKUPs and Pivot Tables)
Ability to analyze, foresee user needs, and makes judgments to ensure proper tools are provided at property level.

Ability to effectively deal with internal and external customers some of whom will require high levels of patience, tact and diplomacy and collect accurate information to resolve conflicts.

Knowledgeable about basic function of Windows OS, MS Office, PMS,…