Executive Administrative Assistant

EXECUTIVE SUMMARY

Provide high-level administrative support to the General Manager of Nekajui Hotel & Residences, ensuring seamless coordination of all activities related to luxury hospitality and residential operations. This role embodies The Ritz-Carlton Credo, delivering genuine care and anticipating the expressed and unexpressed needs of guests, owners, and residents. Every interaction should reflect the brand’s commitment to creating memorable experiences and maintaining uncompromising standards of service, professionalism, and discretion.

Key responsibilities include: Managing the General Manager’s calendar and organizing strategic meetings; preparing and reviewing correspondence, reports, and presentations in English and Spanish; acting as the primary point of contact for homeowners, including coordinating communications, responding to inquiries, and ensuring timely follow-up; supporting homeowners’ associations by preparing agendas, minutes, and board documentation; maintaining updated governance documents, policies, and legal records for the residences; overseeing VIP arrival and departure logistics, ensuring personalized experiences and premium amenities; organizing and maintaining digital and physical filing systems for contracts, reports, and communications; handling phone calls and inquiries with professionalism and confidentiality; and supporting special projects and initiatives that enhance the luxury guest and owner experience.

Employees in this role must adhere to all company policies and procedures, maintaining a polished and professional appearance at all times. Confidentiality of proprietary information and protection of company assets are essential. The Executive Administrative Assistant is expected to foster positive and collaborative relationships with colleagues, supporting team efforts to achieve common goals while responding appropriately to concerns. Clear and professional communication is required in all interactions, including proper telephone etiquette and written correspondence.

The position involves welcoming and acknowledging guests and property owners according to luxury hospitality standards, anticipating and addressing their needs with discretion and personalized service. Assistance should be provided to individuals with special requirements, ensuring an inclusive and respectful environment. Every interaction should reflect genuine appreciation, delivering a warm and professional farewell. Light physical tasks may be required, such as moving or carrying items up to 10 pounds. Additional reasonable duties may be assigned by the General Manager as needed.

CRITICAL COMPETENCIES

• Analytical Skills: Ability to manage complex administrative tasks, prioritize effectively, and make sound decisions that support hotel and residential operations.
• Interpersonal Skills: Demonstrate genuine care and respect in all interactions, aligned with The Ritz-Carlton Motto: “We are Ladies and Gentlemen serving Ladies and Gentlemen.” Build strong relationships with guests, owners, residents, and colleagues.
• Communication: Professional fluency in English and Spanish, both written and verbal. Apply clear, courteous, and anticipatory communication to fulfill expressed and unexpressed needs.
• Customer Service Orientation: Deliver personalized, luxury-level service to guests and owners, embodying The Ritz-Carlton Three Steps of Service.
• Organization: Strong attention to detail, time management, and ability to handle multiple priorities while maintaining uncompromising standards.
• Technology Proficiency: Skilled in Microsoft Office Suite, property management systems, and design tools (Adobe InDesign, Photoshop, Canva) for creating high-quality communications.
• Personal Attributes: Integrity, discretion, dependability, and initiative, with a positive demeanor that reflects the brand’s values

QUALIFICATIONS

• Education: Bachelor’s degree in Hospitality Management, Hotel Administration, Tourism, or a related field strongly preferred.
• https://careers.marriott.com/executive-administrative-assistant/job/7999C07277DC9CD770039016248BEEE0