Executive Assistant

Position Summary

The Executive Administrative Assistant provides highly organized, confidential, and proactive administrative support to the General Manager and leadership team. This role serves as a trusted partner, managing priorities, coordinating meetings and projects, facilitating communication, supporting VIP and guest experiences, preparing reports and presentations, and ensuring the efficient flow of information throughout the organization.

The ideal candidate possesses exceptional professionalism, sound judgment, discretion, and the ability to anticipate needs in a fast-paced hospitality environment. This individual will help create systems, improve organizational effectiveness, and support initiatives that help deliver experiences of a lifetime for guests, homeowners, team members, and partners.

Essential Duties and Responsibilities

General Manager Support

Provide day-to-day administrative support to the General Manager.

Manage calendars, meetings, appointments, interviews, travel arrangements, registrations, and related logistics.

Prepare agendas, presentations, reports, organizational charts, correspondence, spreadsheets, meeting materials, and special project documents.

Track action items, deadlines, commitments, and follow-up activities related to the General Manager's and leadership's priorities.

Gather, organize, research, and analyze information in advance of meetings, projects, and decisions.

Coordinate routing, approvals, signatures, filing, and distribution of contracts, legal documents, and other official communications.

Manage executive contact lists, files, records, and project documentation.

Maintain the efficient flow of information through the General Manager's office in a timely, professional, and accurate manner.

Represent the General Manager and organization with professionalism, responsiveness, and sound judgment in all interactions.

Act as a liaison between the General Manager, leadership team, ownership, homeowners, guests, community partners, and external stakeholders.

Leadership and Strategic Support

Partner with department leaders to compile, organize, and ensure accuracy of information for monthly, seasonal, annual, and ownership reporting.

Prepare leadership meeting materials, notes, and follow-up communications.

Assist with organizational projects, leadership initiatives, and special assignments.

Help identify and implement systems, processes, and tools that improve productivity, communication, and administrative efficiency.

Support cross-functional collaboration by coordinating information and follow-up among departments.

VIP and Guest Coordination

Support VIP coordination on behalf of the General Manager, including lodging and golf reservations, dining, itineraries, amenities, welcome notes, arrival details, and internal communication with resort leaders.

Prepare guest correspondence, thank you notes, and follow up materials as requested.

Help track follow up related to guest, homeowner, community, or partner matters that reach the General Manager.

Administrative Operations

Maintain strict confidentiality and integrity of sensitive business, financial, personnel, and operational information.

Organize and maintain confidential records and administrative systems.

Manage office supplies, mail distribution, filing, scanning, document preparation, and related office functions.

Administer programs such as donations, community requests, surveys, suggestion programs, and other initiatives as assigned.

Assist with leadership events, company meetings, conferences, team member celebrations, and special projects.

Review, edit, and proofread newsletters, communications, presentations, and other materials.

Perform additional duties and special projects as assigned.

Qualifications

Required

Minimum 7 years of progressively responsible administrative, executive assistant, office management, hospitality administration, or executive support experience.

Demonstrated experience supporting senior leaders and managing highly confidential information.

Exceptional professionalism, maturity, discretion, and judgment.

Strong written, verbal, and interpersonal communication skills.

Advanced organizational skills with the ability to manage multiple priorities simultaneously.

Proven ability to anticipate needs, solve problems independently, and follow through with minimal direction.

Advanced proficiency in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

Highly technology savvy with the curiosity and capability to quickly learn, troubleshoot, and become proficient in new systems, software platforms, and business applications.

Ability to create reports, presentations, dashboards, spreadsheets, and process documentation.

Strong attention to detail and commitment to accuracy.

Ability to remain calm, adaptable, and resourceful in a dynamic hospitality environment.

Preferred

Associate's or Bachelor's degree in Business Administration, Hospitality Management, Communications, or related field.

Experience in hospitality, resort operations, luxury service, real estate, private clubs, or related guest-focused industries.

Experience supporting executive teams, ownership groups, or senior leadership.

Work Environment

Sand Valley team members work in a resort environment where needs may vary by season. This role is primarily office-based and may occasionally require support at resort locations, meetings, or events, including some evenings, weekend, or adjusted hours.

This role requires the ability to sit and work at a computer for extended periods, move between resort locations as needed, and occasionally lift and carry up to 30 pounds. Reasonable accommodations may be made in accordance with applicable law.

Perks

Golf Privileges
Retail & Restaurant Discounts
Employee Meal Program
Uniform Benefit Provided
Employee Assistance Program – Canopy