Executive Assistant

Job Description

Job Description

We are looking for a highly organized and proactive Executive Assistant to support senior leaders in the hospitality industry. In this long-term contract role, you will play a key part in ensuring smooth day-to-day operations by managing schedules, coordinating meetings, and handling administrative tasks with precision. Based in Pasadena, California, this position offers an exciting opportunity to contribute to the success of a dynamic and fast-paced environment.

Responsibilities :

• Manage complex calendars, ensuring all appointments, meetings, and events are scheduled efficiently.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries.
• Prepare and process expense reports using Concur, ensuring accuracy and timely submission.
• Organize and facilitate meetings across multiple time zones, ensuring all logistical details are covered.
• Create and refine presentations and other materials for executive-level meetings.
• Handle vendor invoices and office supply orders, maintaining accurate records and ensuring timely processing.
• Assist in planning and coordinating events, ensuring all aspects run smoothly.
• Serve as a liaison between the executive team and internal stakeholders, fostering strong relationships.
• Maintain confidentiality when handling sensitive information, demonstrating professionalism at all times.
• Adapt quickly to shifting priorities and provide support during urgent situations.
• At least 2 years of experience in an administrative or executive assistant role.
• Proficiency in scheduling and calendar management for senior leaders.
• Strong skills in coordinating travel arrangements, including international travel.
• Experience preparing and processing expense reports using platforms like Concur.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Ability to work across both Windows and Apple platforms.
• Exceptional organizational skills and attention to detail.
• Strong communication skills, both written and verbal, with the ability to interact effectively at all levels.