Executive Assistant- Hotel Operations

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Regular Full-Time San Antonio, TX, US

11 days ago Requisition

The Executive Assistant role serves as a trusted partner who protects leadership capacity,and ensures commitments move from discussion to completion. Serving as the Executive Assistant between two General Managers and two distinct hotel operations . This role ensures alignment, consistency, and seamless execution of strategic and operational priorities across both properties . T he Executive Assistant anticipates needs, coordinates complex calendars and communications, prepares leaders for meetings and decisions, and maintains exceptional discretion in a fast-paced hospitality environment.

• Act as a trusted extension for both General Manager(s), applying sound judgment to organize priorities, manage competing requests, and protect time for the highest-impact work.
• Maintain an integrated view of commitments across Hotel Emma and Perlen House, proactively identifying scheduling conflicts, decision points, dependencies, and follow-up needs.
• Anticipate information and preparation needs for both General Manager(s) and are equipped for operational reviews, owner and leadership discussions, associate communications, and key property events.
• Track commitments, decisions, action items, owners, and due dates; follow through with stakeholders to support timely execution.

• Own complex calendar coordination, including internal and external meetings, property walk-throughs, executive sessions, interviews, events, and recurring operating reviews.
• Prioritize meeting requests based on urgency, business impact, and required decision-making; resolve conflicts proactively and communicate changes clearly.
• Prepare agendas, briefing materials, presentations, attendee information, and pre-reads; capture decisions and distribute concise follow-up when appropriate.
• Coordinate travel, accommodations, itineraries, and related logistics, including changes that may occur outside standard business hours.

• Serve as a professional point of contact for hotel leaders, associates, ownership and corporate partners, vendors, community partners, and external guests.
• Manage incoming correspondence and requests, determine appropriate routing and response, and elevate time-sensitive or high-risk matters promptly.
• Draft, edit, and format emails, memos, reports, presentations, talking points, and other communications with accuracy and consistent executive voice.
• Build productive working relationships across both hotels and facilitate information flow while maintaining appropriate confidentiality.

• Support cross-property initiatives, leadership meetings, pre-opening priorities, special projects, and operational planning by organizing work streams, milestones, and deliverables.
• Maintain organized electronic and physical records for key documents, approvals, meeting materials, and leadership reference files.
• Assist with expense reports, invoices, purchase documentation, budget tracking, and other administrative processes in accordance with established controls.
• Coordinate recognition activities, leadership engagement, visits, events, and other experiences that require thoughtful planning and polished execution.

• Handle sensitive associate, guest, financial, legal, operational, and leadership information with exceptional discretion.
• Exercise independent judgment, professionalism, and diplomacy when representing the General Manager(s) and both hotel properties.
• Maintain composure, accuracy, and service orientation amid shifting priorities, interruptions, and high-visibility situations.
• Perform other duties and special assignments as needed to support the General Manager(s) and evolving business priorities.

• Calendar and Priority Management: conflicts are anticipated and resolved; leadership time is aligned to business priorities.
• Meeting Readiness and Follow-Through: materials are accurate and timely; decisions, owners, and due dates are documented and advanced.
• Responsiveness and Communication Quality: stakeholders receive clear, professional, and timely communication with…