Executive Assistant – Executive Leadership Team

Description

Avion Hospitality | Corporate Office – Plano, TX

Position Summary

Avion Hospitality is seeking a highly organized, proactive, and business-minded Executive Assistant to provide direct support to our Chief Operating Officer (COO) and three Senior Vice Presidents.

As a rapidly growing hospitality management company, we are looking for an individual who thrives in a fast-paced environment, anticipates needs, manages competing priorities, and understands the importance of keeping executive leadership organized, informed, and focused on business objectives.

This role extends beyond traditional administrative support. The ideal candidate will serve as a trusted partner to executive leadership, coordinating calendars, travel, meetings, expenses, VIP hospitality, and administrative projects while developing a strong understanding of our hotel operations and continued growth.

Key Responsibilities

Executive Support & Calendar Management

• Manage complex, frequently changing calendars for the COO and three Senior Vice Presidents, balancing competing priorities, meetings, travel, and business commitments.
• Coordinate and schedule internal and external meetings, including managing invitations, conference rooms, virtual meeting links, agendas, and logistics.
• Proactively resolve scheduling conflicts, anticipate executive needs, and ensure efficient use of leadership's time.
• Coordinate meetings involving hotel ownership groups, corporate executives, vendors, and other key business partners.
• Prepare meeting materials, track action items, and assist with follow-up communications.

Travel, Expenses & Hospitality Coordination

• Arrange domestic travel, including flights, hotel accommodations, transportation, and detailed itineraries.
• Manage last-minute travel changes and coordinate logistics for executives visiting hotels throughout the portfolio.
• Prepare, submit, and reconcile executive expense reports, ensuring accuracy, proper documentation, and timely submission.
• Coordinate executive dinners, owner meetings, VIP visits, and special hospitality arrangements, including reservations, transportation, and guest preferences.
• Assist with hosting visiting executives, ownership representatives, brand partners, and other VIP guests, ensuring a professional and welcoming experience.
• Support planning and logistics for leadership meetings, conferences, corporate events, and special gatherings.

Business Priorities & Executive Coordination

• Develop a strong understanding of Avion Hospitality's hotel portfolio, organizational structure, operational priorities, and growth initiatives.
• Help executives organize and prioritize key business commitments, deadlines, and ongoing projects.
• Track action items and deliverables across departments, proactively following up to keep initiatives moving forward.
• Serve as a central point of coordination between executive leadership, corporate departments, hotel teams, and external partners.
• Anticipate upcoming needs and proactively prepare executives for important meetings, travel, and business activities.

Hotel Transitions, IT & Administrative Projects

• Provide administrative coordination and support for hotel transitions, acquisitions, and new property onboarding.
• Maintain transition checklists, track deadlines, coordinate meetings, and follow up with internal departments to ensure completion of assigned tasks.
• Assist with IT-related administrative processes, including equipment requests, technology onboarding checklists, system access coordination, and communication with IT partners.
• Organize and maintain project trackers, shared documents, transition materials, and departmental checklists.
• Support cross-functional initiatives involving Operations, Human Resources, Finance, IT, and other corporate departments.
• Assist with special projects and process improvements as the organization continues to grow.

Communication & General Administrative Support

• Draft and coordinate professional correspondence, presentations, reports, and executive communications.
• Maintain organized electronic files, records, and confidential business documentation.
• Handle sensitive information with discretion, professionalism, and sound judgment.
• Support corporate office administrative needs and coordinate with external vendors as needed.
• Build strong relationships with hotel leadership, ownership representatives, and corporate team members.

At Avion Hospitality, we believe in taking care of our team members and providing opportunities to grow both personally and professionally. We offer a competitive compensation and benefits package designed to support your health, well-being, and work-life balance.

• Unlimited Paid Time Off (PTO) for eligible corporate team members, subject to business needs and company guidelines.
• Medical, Dental & Vision Insurance with comprehensive coverage options.
• 401(k) Retirement Plan with company matching contributions.
• Paid Holidays to enjoy time away from work.
• Life Insurance & Disability Benefits to provide additional financial protection.
• Employee Hotel Travel Discounts and hospitality industry perks.
• Professional Development & Career Growth opportunities within a rapidly expanding hospitality management company.
• Collaborative Corporate Culture built around our core values of Trust, Transparency, and Results.

Join a growing organization where your contributions are valued, your professional growth is encouraged, and you have the opportunity to make a meaningful impact.

Requirements

Qualifications

• 5+ years of experience supporting senior executives in an Executive Assistant or similar role.
• Experience supporting multiple executives and managing complex, frequently changing calendars.
• Hospitality, hotel management, or multi-location business experience preferred.
• Exceptional organizational, prioritization, and multitasking skills.
• Strong proficiency in Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Experience coordinating executive travel, expense reporting, meetings, and VIP arrangements.
• Strong attention to detail and ability to independently manage administrative projects and checklists.
• Excellent written and verbal communication skills with a polished, professional demeanor.
• Ability to anticipate needs, exercise sound judgment, and maintain confidentiality.
• Flexible, resourceful, and comfortable adapting to the changing demands of a rapidly growing organization.

What Success Looks Like

• Four executives are effectively supported through seamless calendar, meeting, and travel coordination.
• Expense reports, meeting logistics, and administrative responsibilities are completed accurately and on time.
• Owners, VIPs, and business partners receive a professional, high-quality hospitality experience.
• Hotel transition and IT administrative checklists are organized, maintained, and consistently followed through to completion.
• Executive leadership can remain focused on strategic and operational priorities, confident that important details are being managed proactively.