Executive Assistant

📋 Description

• • This is a pivotal opportunity for a highly organized and proactive Executive Assistant to join a dynamic, owner-operated lodge that thrives in a fast-paced, seasonal hospitality business. As the company experiences significant growth and scales its operations, leadership is intensely focused on enhancing internal organization, alleviating the administrative burden on key personnel, and achieving greater visibility into daily operations and financial tracking. Your role as an Executive Assistant will be instrumental in achieving these strategic objectives, providing essential support that allows leadership to concentrate on high-level decision-making and business development.
• • The core mission of this role is to bring structure and efficiency to daily workflows, minimize operational distractions, and ensure the seamless execution of all core business activities. You will act as a central point of contact and organizational hub, streamlining processes and ensuring that critical tasks are managed effectively.
• • **Key Responsibilities:**
• • **Executive & Administrative Support:**
• • You will be responsible for meticulously managing and organizing all email communications, acting as a gatekeeper to prioritize incoming messages and ensure that urgent matters are addressed promptly. This includes filtering, responding to, and flagging emails for leadership.
• • Coordinate and manage complex calendars, scheduling meetings, appointments, and other engagements with precision. The goal is to reduce friction in scheduling and ensure optimal use of leadership's time, proactively identifying and resolving conflicts.
• • Diligently track follow-ups, action items, and ongoing tasks stemming from meetings and communications. You will ensure that all commitments are met and that deadlines are adhered to, providing timely reminders and updates.
• • Assist with vendor communication and general coordination. This involves liaising with suppliers, service providers, and other external parties to ensure smooth operational interactions and timely delivery of goods or services.
• • **Financial Organization & Tracking:**
• • Maintain and develop structured spreadsheets for expenses, budgets, and basic financial data. This requires a keen eye for detail and the ability to organize information logically and accessibly.
• • Update and organize financial information for leadership review. You will be responsible for ensuring that financial data is current, accurate, and presented in a clear, concise format that facilitates understanding.
• • Support leadership in gaining visibility into cash flow and operational costs. While you will not be responsible for accounting processes, you will play a crucial role in preparing and organizing the data that enables informed financial decision-making.
• • **Operational Coordination:**
• • Maintain organized records and documentation for all aspects of the business. This includes digital and potentially physical filing systems that are easily navigable.
• • Ensure deadlines and commitments are tracked and followed through, acting as a proactive guardian of the company's schedule and obligations.
• • Communicate proactively with leadership regarding the status of daily operations, potential issues, and upcoming needs, ensuring that the business runs smoothly and efficiently.
• • **What Success Looks Like:**
• • Leadership is consistently freed from the day-to-day administrative and coordination tasks, allowing them to focus on strategic initiatives.
• • Financial tracking is clear, up-to-date, and directly supports better, more informed decision-making.
• • Organization and communication across all daily operations are significantly improved, leading to fewer errors and greater efficiency.
• • Operations run with a smoother, more predictable, and less chaotic rhythm, especially during peak seasonal periods.
• • **Opportunity:**
• • This role offers a unique chance to become a trusted and indispensable support partner within a growing, seasonal business. You will have the direct opportunity to bring structure, clarity, and efficiency to daily operations. Working closely with leadership, you will see the tangible impact of your contributions on how effectively the business runs. This position provides clear expectations, stability, and the potential for long-term value and growth within the organization.