Executive Assistant

Benefits

• Competitive Wages
• Medical, Dental, Vision Insurance
• Life Insurance
• 401K Program
• Paid Holidays and Vacation

The Assistant is responsible for building and maintaining positive relationships with brand affiliates, customers, and vendors. The position manages Executive Reports, Business Insights, Lease Management Files & Registration.

The position must maintain a high level of motivation, confidentiality, work well in a fast paced environment, and assist with the development of relevant brand stories, new services, amenities and departmental best practices.

Reports to:

Ownership

Internal:
Brand Owners and Developers

External:
Residents, Resort Customers, Partners, Key Influencers, Local Government and Associations, Beach Club Members, Visitors, Key Vendors, Public Relations Companies, Media Guests, Leading Hotels of the World, Travel and Tour Company Representatives and meeting planners.

Ability to:

• Perform job functions with attention to detail, speed and accuracy.
• Prioritize and organize.
• Be a clear thinker, remain calm and resolve problems using good judgment.
• Follow directions thoroughly.
• Understand customer’s services and needs.
• Work cohesively with co-workers as part of a team.
• Work with minimal supervision.
• Flexible work hours, assist with events as needed.
• Maintain confidentiality of guest/resident information and pertinent resort data.

• Arrange meetings and events including logistics, venue, bookings and material preparation.
• Assist with the enhancement & replacement of all technology platforms for customer journeys.
• Prepare and or update Design Specification.
• Coordinate enhancements and renovations meetings with designers, department managers, and owners.
• Participate in Acqualina’s Charity IHAD by assisting with procurement of auction items, auction sales, auction presentation and Gala event specifics to include lead role. Prepare auction spreadsheets and opening bids and results.
• Prepare Expense Reports
  - Expense reports should all be completed before the end of the month and reflect proper accounts).
• Coordinate executive and ownership meetings and appreciation gatherings.
• Respond to inquiries with acceptance or declines as needed.
• Record and log each donation to include expiration date.
• Facilitate reservations requests, ensure requests are not taken over peak demand dates and or sell out dates.
• Assist with travel arrangements and conference registrations as needed.
• Maintain Barter Spreadsheet/Log as needed.
• Assist with the organization and communication of new services and promotions.
• Maintain office supplies, samples and executive area.
• Maintain critical path for projects outlining key items, initiatives, operational efficiencies and other key actions as needed.
• Assist with the preparation of corporate profile and Strategic Plans and Brand Manuals/Guidelines as needed.
• Procure luxury FFE items as needed.
• Assist with the preparation of material on customer and team member Apps as needed.
• Ensure all Lease Agreement renewals are properly executed and recorded. Maintain unit owner roster and key contact details.
• Maintain accurate Owner lease files and…