Administrative Assistant

Are you an accomplished administrative professional who thrives in a fast-paced hospitality environment where no two days are exactly the same? We are seeking an
Administrative Assistant to provide high-level administrative and operational support to the leadership team of our hotel and conference center.

In this role, you’ll serve as a trusted partner to property leadership, helping coordinate executive priorities, meetings, events, financial documentation, communications, and special projects that keep the hotel and conference center operating smoothly. You’ll work behind the scenes with department leaders, clients, vendors, and business partners to ensure important details are handled accurately, professionally, and on time.

• Competitive Pay – $15 – $18 hourly

  • The starting rate is based on experience and qualifications. This position participates in our compensation program, which provides opportunities for future pay growth based on performance and career development.

• 401(k) with a dollar-for-dollar company match up to 4%

• Hotel discounts at select Western States Lodging & Management properties

Eligible full-time associates are entitled to the following:

• Medical, Dental, and Vision insurance plans plus Health Savings Account (HSA) options

  • Optional supplemental benefits, including accident, critical illness, hospital indemnity, and other coverage options

• Personal Time Off (PTO) and Vacation benefits

• Provide high-level administrative support to the General Manager and hotel/conference center leadership team.

• Manage executive calendars, meetings, appointments, conference calls, property visits, and business travel arrangements.

• Anticipate leadership needs, track important deadlines, and proactively coordinate follow-up on operational priorities and special projects.

• Prepare meeting agendas, presentations, reports, correspondence, spreadsheets, and other executive-level materials.

• Coordinate leadership meetings, department meetings, client meetings, property events, and other important business functions.

• Maintain confidential associate, financial, operational, client, vendor, and business information with professionalism and discretion.

• Assist with preparing and organizing financial reports, invoices, purchase documentation, budgets, forecasts, contracts, and other property records.

• Maintain organized tracking systems for operational projects, deadlines, licenses, contracts, vendor requirements, and leadership initiatives.

• Support conference center and hotel operations by coordinating communication between leadership, Sales, Banquets, Food & Beverage, Front Office, Housekeeping, Maintenance, Accounting, and other departments.

• Assist with administrative coordination for conferences, meetings, banquets, VIP visits, special events, and other high-profile property activities.

• Coordinate vendor documentation, contracts, certificates, invoices, purchase orders, and other administrative requirements.

• Assist leadership with reviewing and tracking guest satisfaction, operational performance, financial results, and other property metrics.

• Coordinate licenses, permits, certifications, inspections, and other required property documentation, helping ensure records remain current and organized.

• Serve as a professional point of contact for clients, vendors, ownership representatives, corporate leaders, community partners, and other stakeholders.

• Assist with internal property communications and ensure important information is distributed to the appropriate leaders and departments.

• Support onboarding, meetings, recognition activities, associate events, and…