Executive Assistant

Position Overview

The Executive Assistant acts as the key administrative and operational support to the President & Managing Director, ensuring smooth functioning of the Executive Office through priority management, communication oversight, and organizational coordination. This position demands a reliable professional who can maintain confidentiality, exercise sound judgment, and anticipate the needs of executive leadership.

Key Duties and Responsibilities

• Manage and organize calendars, priorities, and scheduling demands for the President & Managing Director.
• Efficiently prioritize and manage email inboxes, incoming correspondence, and executive requests.
• Proactively resolve scheduling conflicts to maintain seamless operations.
• Prepare daily briefing materials, agendas, and relevant documents for meetings.
• Arrange and coordinate all travel logistics including transport, lodging, and itineraries.
• Provide administrative assistance to executive leaders and ownership as needed.
• Facilitate meetings by preparing materials, recording decisions, and tracking follow-ups.
• Draft, proofread, and edit executive communications such as reports, speeches, and presentations.
• Manage coordination for ownership, investor, and VIP visits including hospitality and logistics.
• Support cross-departmental communication and coordination to enhance organizational effectiveness.
• Perform standard office administrative functions including phone management, document handling, supply ordering, and invoice processing.
• Respond professionally to guest inquiries and reviews, representing the resort positively.
• Uphold confidentiality and handle sensitive information with discretion.
• Support and actively participate in Sundance's sustainability and environmental initiatives.

Qualifications

• High school diploma or GED required; associate or bachelor's degree preferred.
• At least three years of increasing responsibility supporting senior executives or equivalent experience, preferably in hospitality or similar guest-centric organizations.
• Excellent customer service, communication, and organizational abilities.
• Proven ability to exercise discretion and sound judgment in confidential matters.
• Experience managing executive, ownership, board, or VIP meetings preferred.
• Valid U.S. driver's license in good standing is required.
• Advanced skills in Microsoft 365 suite (Outlook, Word, Excel, PowerPoint, Teams).
• Strong calendar management and document preparation expertise, including typing and proofreading.
• Aptitude for rapidly adapting to new technologies and software.

Core Competencies

• Professional executive presence with excellent verbal and written communication.
• Confidentiality, discretion, and sound decision-making.
• Organizational and project coordination skills with proactive problem-solving.
• Hospitality-oriented mindset committed to guest service.
• Detail-oriented, able to manage multiple competing priorities calmly and effectively.
• Collaborative in building positive relationships across organization layers.

Success Factors

• Efficient and organized Executive Office management.
• Proactive executive schedule coordination.
• Timely completion and tracking of strategic projects and leadership assignments.
• Producing polished executive communications and presentations.
• Flawless coordination of ownership and VIP visits.
• Strong collaboration across departments and leadership teams.
• Maintaining utmost professionalism and confidentiality.

Work Schedule and Compensation

This is a full-time salaried role working Monday through Friday, with availability required on evenings and weekends as necessary. Compensation is dependent on experience (DOE).

Employee Benefits and Perks

• Comprehensive benefits including subsidized medical, dental, vision, 401(k), short and long term disability, life insurance, and paid time off.
• Employee discounts on dining and resort amenities.
• Season passes for the employee, one additional person, and dependents.

Additional Information

All employees are expected to perform various tasks as assigned within legal and ethical guidelines and company policies. The Executive Assistant plays a pivotal role in conveying Sundance's story and dedication to land preservation, stewardship, and sustainability initiatives.