Executive Administrative Assistant

Westin Hotels & Resorts View all jobs

  • Canada
  • Permanent
  • Full-time
  • 4 days ago
Property Description:Join the elite team at The Westin at Frenchman's Reef in breathtaking St. Thomas! Set against the stunning backdrop of the Caribbean, our reimagined resort is where luxury meets tropical paradise. We're looking for passionate and driven individuals to help us deliver world-class hospitality in a setting like no other. With exceptional amenities, including pristine beaches, a state-of-the-art spa, multiple dining options, and endless adventure opportunities, The Westin at Frenchman's Reef offers a dynamic work environment where your talents can shine. As part of our team, you'll have the opportunity to create unforgettable experiences for our guests in one of the world's most coveted destinations. Elevate your career in hospitality by joining us and be a part of the excitement and energy at The Westin at Frenchman's Reef. Apply now to start your journey in paradise! Overview:Resort Executive Administrative Assistant
Job DescriptionSUMMARYThe Executive Administrative Assistant provides advanced administrative, operational, and coordination support to the Resort General Manager and Managing Director. This role serves as a central point of coordination for this executive leadership, ensuring effective management of schedules, meetings, calendars, purchase orders, analytical assistance, vendor and guest assistance, purchasing, compliance documentation, and reporting.Additionally, working closely with the Food and Beverage and Rooms executive leaders, this position helps maintain operational continuity between these divisions by coordinating and monitoring operational needs and ensuring timely communication. The role requires strong organizational skills, the ability to manage multiple priorities simultaneously, and a high level of discretion when handling departmental and financial information.QUALIFICATIONS
  • Read, write and understand English.
  • Executive professional vocabulary preferred. Excellent organization skills with managing outlook email, calendar, schedules, and Microsoft Teams.
  • Proficiency with Microsoft Office (Excel, Word, Outlook, Teams) and standard departmental reporting systems is mandatory.
  • Ability to communicate effectively with the public, guests, partners, and other employees.
  • Previous administrative, executive level coordination, or hospitality support experience preferred.
  • Experience working with purchase order and management systems or hotel work order platforms strongly preferred.
  • Strong organizational, analytical, and administrative skills.
  • Ability to manage multiple priorities while supporting operations across multiple properties.
  • Strong communication skills and the ability to work effectively with operational leadership, vendors, and cross-functional teams throughout the Resort.
KEY RESPONSIBILITIES & ESSENTIAL FUNCTIONSWork Order & Maintenance Coordination
  • Oversee and coordinate work order processes ensuring requests are properly documented, prioritized, and completed in a timely manner.
  • Receive and triage executive leaders requests, including guest operational needs, and emergency calls, assigning tasks to the appropriate personnel.
  • Monitor executives schedules and meetings.
Administrative & Operational Support
  • Provide high-level administrative support to the Resort General Manager and Managing Director.
  • Maintain and organize departmental documentation including contracts, compliance records, manuals, reports, and internal communications.
  • Prepare operational reports related to leadership activities, team member actives, and client needs.
  • Assist with payroll coordination, departmental expense tracking, and administrative recordkeeping.
  • Ensure executive office and documentation/records systems remain organized and compliant with company and brand standards.
  • Coordinate vendor and client visits.
  • Maintain vendor contact information, service agreements, and contractor documentation.
  • Support executive leadership with vendor communication, scheduling logistics, and documentation of completed services.
  • Assist with coordination of larger projects, inspections, and property improvement initiatives.
Purchasing & Inventory Management
  • Assist with monitoring inventory levels of supplies as needed.
  • Support purchase order processes and maintain accurate purchasing documentation including vendor information, pricing, and estimates.
  • Track departmental expenditures and assist in identifying discrepancies or budget variances.
  • Coordinate procurement requests and ensure timely ordering of necessary materials to support engineering operations.
Communication & Cross-Department Collaboration
  • Serve as a liaison between the General Manager and Managing Director, and other hotel departments to ensure clear communication.
  • Maintain strong working relationships with operational leaders to ensure timely communication of priorities and updates.
  • Respond to guest and team member concerns professionally and ensure timely follow-up with appropriate leadership.
Safety, Compliance & Documentation
  • Maintain documentation related to capital projects, inspections, permits, and regulatory compliance requirements.
  • Assist leadership in tracking different levels of compliance reporting
  • Maintain records required for audits, inspections, and brand compliance reviews.
  • Adhere to all work order policies and procedures
  • Complete miscellaneous reports
  • Attend mandatory meetings as assigned and take detailed notes with recaps after every meeting.
  • Complete other duties as assigned by supervisor to include cross training.
CORE COMPETENCIES
  • Operational coordination across multiple projects at once
  • Organization and attention to detail
  • Communication and stakeholder management
  • Administrative and financial tracking
  • Confidentiality and professional discretion
PHYSICAL REQUIREMENTS
  • SITTING: Constantly. Sitting in a backed chair behind a desk.
  • STANDING/WALKING: Occasionally. Stairs, tile, rubber mats covering tile, concrete, padded carpet, marble, linoleum and gravel.
  • CROUCHING (BEND AT KNEES): Frequently. Place or retrieve items from floor or lower shelves.
  • KNEELING/CRAWLING: Rarely. Assist in access to file drawers, lower shelves and other areas below counter top level.
  • STOOPING (BEND AT WAIST): Frequently. To place or retrieve files, distribute mail.
  • TWISTING (KNEES/WAIST/NECK): Frequently. Answering telephone, working on computer.
  • CLIMBING: Occasionally. Stairs to access other areas of building.
  • BALANCING: Rarely.
  • LEG/FOOT USE: Rarely.
  • REACHING (OVERHEAD/EXTENSION): Frequently. Place or retrieve supplies on shelves, files, updating shop board.
  • HANDLING/GRASPING: Frequently. Typing, computer keyboard, papers, files, phone, opening doors and drawers.
  • FINGERING/FEELING: Frequently. Calculator and computer keyboard.
  • PUSHING/PULLING: Occasionally. Average weight 20 lbs. chairs, file drawers, filing systems.
  • LIFTING/CARRYING: Occasionally. Average weight 10 lbs. ledgers, binders, data and small tools.
  • OTHER PHYSICAL DEMANDS: Rarely.
USE OF SENSES
  • TALKING IN PERSON: Constantly. With guests, public and employees.
  • TALKING ON TELEPHONE: Frequently. With guests, public and employees.
  • HEARING IN PERSON: Constantly. With guests, public and employees.
  • HEARING ON TELEPHONE: Occasionally. With guests, public and employees.
  • NEAR VISION: Constantly. Corrected to 20/40; paperwork, monitors, personal computers.
  • FAR VISION: Occasionally. Corrected to 20/40.
  • DEPTH PERCEPTION: Frequently. Climbing stairs.
  • COLOR VISION: Rarely.
  • FULL FIELD VISION: Rarely.
  • SMELL: Constantly. Detect potential hazards and odors.
MENTAL REQUIREMENTS
  • INTERACTION WITH OTHERS/COMMUNICATIONS SKILLS: Constantly. Professionally deal with difficult situations/people.
  • DEADLINES/SHIFT WORK/OVERTIME: Frequently. Meet deadlines as required. Meet multiple priorities of business demands.
  • FLEXIBILITY: Frequently. Varied tasks under varied conditions.
  • PACE: Frequently. Must change pace as business demands.
  • HIGHLY REPETITIVE WORK: Frequently. Typing, updating shop board, form letters.
  • ATTENTION TO DETAIL: Constantly. Word processing, typing, filing, maintaining logs.
  • OTHER PSYCHOLOGICAL DEMANDS: Rarely.
ENRIVONMENTAL SETTING
  • SAFETY REQUIREMENTS (I.E., CLOTHING, SAFETY EQUIPMENT REQUIRED, ACTIVITIES PERFORMED): Constantly. Adhere to safety standards and procedures.
  • EXPOSURES (FUMES, CHEMICALS, VIBRATIONS, HUMIDITY, COLD, HEAT, DUST, NOISE): Occasionally. Coil cleaners, liquid chlorine, alkyds, refrigeration gases, petroleum, chillers, pump and machinery noises and vibrations as they are apparent in the shop in a non-active state.
  • OPERATION OF EQUIPMENT/TOOLS/VEHICLES: Constantly. Computer, printer, copier, fax, multi-line phone and calculator.
Qualifications:
  • Previous experience supporting Executive level required
  • High school diploma required, Bachelor’s degree preferred
  • Proficient computer skills to include the use of Excel, Microsoft Word, PowerPoint
  • Ability to deal with confidential information in a discrete manner
  • Ability to communicate both verbally and in writing across all levels of the organization in a clear and concise manner
  • Highly developed organizational skills and ability to prioritize
  • Excellent problem solving skills
  • Independent, highly motivated self-starter
  • Highly developed interpersonal skills, ability to maintain a consistently positive, cheerful, helpful attitude and demeanor
  • Ability to adapt well to changing priorities and situations without a loss of effectiveness
  • Willingness to remain flexible and accessible for communication and consultation Benefits:
Davidson Hospitality Group is an award-winning, full-service hospitality management company overseeing hotels, restaurants, dining and entertainment venues across the US. A trusted partner and preferred operator for Hilton, Hyatt, Kimpton, Marriott, and Margaritaville, Davidson offers a unique entrepreneurial management style and owners’ mentality that provides the individualized personal service of a small company, enhanced by the breadth and depth of skill and experience of a larger company. In keeping with the company’s heritage of delivering value, Davidson is comprised of four highly specialized operating verticals: Davidson Hotels, Pivot, Davidson Resorts and Davidson Restaurant Group.In keeping with the company’s heritage of delivering value to its owners and team members, Davidson offers a rich benefit program with a variety of benefits designed to enrich the lives and well-being of our team members and their families.
  • Multiple Tiers of Medical Coverage
  • Dental & Vision Coverage
  • 24/7 Teledoc service
  • Free Maintenance Medications
  • Pet Insurance
  • Hotel Discounts
  • Tuition Reimbursement
  • Paid Time Off (vacation, sick, bereavement, and Holidays).
  • 401K Match
Working at Davidson is like nowhere else. It’s less of a job, more of a calling. It’s part career, part revolution. Because whatever you do here, you play a part in helping redefine the way quality hospitality is delivered to our guests, our clients, our partners, and each other.EOE AA- Minorities/Females/Vet/Disability/Gender Identity/Sexual OrientationDavidson Hospitality is a drug free workplace. Pre-employment drug test and background check required. We participate in E-Verify.

Westin Hotels & Resorts