Executive Assistant​/Office Manager

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Full Time Palm Beach, FL, US

Since 1947, The Colony Palm Beach has been the center of Palm Beach social life hosting-- U.S. Presidents, European Royalty and welcoming travelers from around the world. Be part of a historic, luxury boutique hotel exhibiting polished charm and ambiance only steps away from world-famous shopping and dining on Worth Avenue and the crystal blue waters of the Atlantic Ocean.

The Colony Palm Beach is an Equal Opportunity Employer and a Drug-Free Work Place.

Job Overview:

The Executive Assistant serves as a trusted business partner to the Managing Director, providing high-level administrative, operational, and strategic support in a fast-paced luxury hospitality environment. This role requires exceptional organizational skills, discretion, professionalism, and the ability to manage multiple priorities while representing the Managing Director and the luxury brand with the highest standards of excellence.

The Executive Assistant acts as a key liaison between the Managing Director, executive leadership team, hotel General Managers, ownership groups, business partners, and other stakeholders. The ideal candidate is proactive, detail-oriented, highly polished, and capable of anticipating needs while managing confidential information with the utmost integrity.

Essential Job Functions:

Executive Support

• Manage and maintain the Managing Director's complex calendar, scheduling meetings, travel arrangements, and executive appointments.
• Prioritize and coordinate competing demands to maximize executive productivity and effectiveness.
• Prepare meeting agendas, presentations, reports, briefing materials, and correspondence.
• Screen and manage incoming communications, ensuring timely responses and appropriate prioritization.
• Monitor follow-ups and action items to ensure timely completion.

Strategic & Administrative Support

• Assist in coordinating strategic initiatives, corporate projects, and business priorities.
• Conduct research, prepare reports, and compile data for executive decision-making.
• Support the preparation of annual business plans, board presentations, and executive reports.
• Track key performance indicators (KPIs) and provide administrative support for business reviews.
• Assist in managing special projects and cross-functional initiatives.

Meeting & Event Coordination

• Organize executive leadership meetings, board meetings, owner meetings, and business reviews.
• Prepare presentations, agendas, minutes, and action-item summaries.
• Coordinate internal and external events involving senior executives, owners, and key stakeholders.
• Ensure seamless logistics for meetings, conferences, and corporate events.

Travel & Logistics Management

• Coordinate complex domestic and international travel arrangements, including itineraries, accommodations, transportation, and visa requirements.
• Manage travel budgets and ensure compliance with company policies.
• Prepare travel briefing documents and meeting schedules.

Communication & Stakeholder Management

• Serve as a key point of contact for executives, property leadership teams, ownership groups, business partners, and external stakeholders.
• Draft and edit professional correspondence, presentations, and executive communications.
• Build collaborative relationships across all levels of the organization.
• Represent the office of the Managing Director with professionalism and diplomacy.

Confidentiality & Executive Office Management

• Handle highly sensitive and confidential information with discretion.
• Maintain executive records, documents, and filing systems.
• Support governance, compliance, and…