Position Overview

We are seeking a highly organized, polished, and proactive Office Assistant to support a fast-paced executive with both professional and personal responsibilities. This role requires exceptional communication skills, discretion, adaptability, and the ability to anticipate needs before they arise.

The ideal candidate thrives in high-pressure environments, enjoys creating order out of chaos, and can seamlessly manage schedules, travel, events, and day-to-day logistics with professionalism and precision. Think air-traffic controller meets luxury concierge with a spreadsheet addiction.

Key Responsibilities

Executive Support

Manage complex calendars, scheduling, and appointment coordination
Coordinate meetings, calls, and travel arrangements
Handle inbox management and communication follow-up
Prepare itineraries, schedules, and executive support materials
Assist with personal and professional correspondence

Travel & Logistics

Book and manage domestic and international travel
Coordinate airport greeters, transportation, hotel accommodations, and reservations
Create detailed travel itineraries and contingency plans
Ensure all travel-related needs are confirmed and communicated clearly

Personal Assistance

Coordinate personal appointments and household/vendor scheduling
Assist with gifting, reservations, errands, and special requests
Support event planning and hospitality coordination
Manage confidential information with the highest level of discretion

Operations & Organization

Track expenses and assist with basic reporting/reconciliation
Maintain organized digital files, contacts, and records
Liaise with vendors, clients, hospitality teams, and internal staff
Handle last-minute changes calmly and efficiently

Qualifications

Previous experience as an Executive Assistant, Personal Assistant, Executive Concierge, or in a similar administrative support role, along with strong experience in a luxury hospitality environment such as a country club, private club, luxury hotel, resort, concierge desk, or hotel front desk, is required.
Strong organizational and multitasking abilities
Excellent written and verbal communication skills
Ability to maintain confidentiality and professionalism at all times
Proficiency with Google Workspace, Microsoft Office, and scheduling platforms
Comfortable working flexible hours when needed, a few remote hours a weekend.
Hospitality or luxury service experience is a plus

Ideal Candidate Traits

Detail-oriented and solution-driven
Calm under pressure
Resourceful and proactive
Highly polished and professional
Strong sense of urgency and follow-through
Able to anticipate needs without constant direction

Compensation & Benefits

50-60k Annually
Paid time off and holidays
Health, dental, and vision benefits available after 60 days
Opportunity to work in a dynamic, fast-moving environment with high-level exposure

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