Executive Administrative Assistant

Overview

The Executive Administrative Assistant is essential in delivering comprehensive high-level support to executive leadership, ensuring smooth operational flow and aiding company growth. This role demands exemplary organization, communication, and interpersonal skills, focusing primarily on serving the President & CEO at our Matthews, NC location while supporting other senior leaders as needed.

Key Responsibilities

• Provide diligent and independent executive administrative assistance to the President & CEO.
• Manage confidential matters and sensitive information with utmost professionalism and discretion.
• Act as a reliable intermediary between leadership, staff, clients, and external contacts, including human resources support.
• Coordinate complex calendars and schedules, anticipating conflicts and ensuring clear communication of updates and priorities.
• Facilitate communication by managing calls, emails, mail, drafting correspondence, and preparing executive materials.
• Orchestrate meeting logistics, including agendas, presentations, venues, and catering, while attending meetings to document notes and action points.
• Handle executive travel arrangements domestically and internationally, including flights, lodging, transportation, and travel documentation, maintaining current calendars on SharePoint.
• Process expense reports promptly and oversee office supplies, corporate gifts, and document management.
• Support the Matthews office operations and executive projects, proposing process improvements and coordinating vendor and maintenance relations.

Qualifications

• Prior experience supporting C-suite executives in entrepreneurial settings, preferably in real estate, hospitality, lodging, franchising, or private equity-backed organizations.
• Knowledge of property operations, occupancy, guest relations, and property-level reporting.
• Familiarity with rapid-paced, startup environments requiring adaptability and multitasking.
• Proficiency in Microsoft Office 365, Outlook, Teams, Zoom, and other online collaboration tools.
• Strong business insight to interpret operational data, reports, and capital expenditure information.
• Excellent written and verbal communication, exceptional organizational skills, and an ability to maintain confidentiality.
• Comfortable navigating various internal systems and adjusting to dynamic workflows and priorities.
• Bachelor’s degree preferred or equivalent work experience; must be legally authorized to work in the U.S.

Core Competencies

• Integrity, professionalism, and adaptability.
• Initiative, self-management, critical thinking, and problem-solving.
• Goal-oriented with effective time and task management.
• Outstanding organizational skills, customer focus, and communication ability.
• Attention to detail, personal accountability, sound judgment, and resilience.