Executive Assistant - C Level

ExStrategic Executive Assistant to the CTO - High Travel Hospitality Focus

Our leading hotel management company is seeking an exceptional and highly dynamic C-Level Executive Assistant to serve as a strategic partner to the CTO. This challenging, high-impact role requires a unique combination of executive support, project management, and operational team coordination, often requiring extensive regional travel.

This role is ideal for a professional eager to grow in the fast-paced hospitality industry and who can effectively manage multiple high-priority projects across diverse hotel properties focusing on IT infrastructure, helpdesk, and networking.

Core Areas of Responsibility

1. Executive & Administrative Strategy

• High-Level Gatekeeping: Serve as the primary point of contact, strategically managing the Director’s complex calendar, prioritizing appointments, and handling all confidential information with the utmost discretion (strategy, contracts, personnel).
• Correspondence & Reporting: Draft, proofread, and manage high-level correspondence, presentations, and internal communications.
• Financial Administration: Prepare and process expense reports; assist with monitoring the departmental budget and tracking IT-related expenditures and vendor invoices.

2. Operational Coordination & Logistics (High Travel)

• Extensive Travel Management: This role requires about 40% travel time. Coordinate all site visits for the CTO, which primarily involve long-distance driving to various hotel properties across California. The EA is expected to travel extensively with the CTO for project oversight and meetings.
• Technician Schedule Management: Crucially manage the daily/weekly driving schedules and field assignments for multiple IT technicians across CA properties, optimizing routes and time for maximum efficiency in resolving infrastructure and networking issues.
• Vendor Liaison: Coordinate and follow up with external vendors, managing scheduling for technical work and ensuring contractual obligations are met.

3. Project Management & Operational Efficiency

• Project Oversight: Act as the administrative anchor for multiple concurrent IT infrastructure projects, including tracking timelines, organizing documentation, and monitoring key milestones and deliverables.
• Operational Reporting & Data: Prepare detailed status updates and performance metrics. This includes pulling necessary data and generating reports from various hotel brand resource websites as required for compliance and performance analysis.
• Standardization & SOPs: Develop and document Standard Operating Procedures for standardizing technical training, deployment, and service processes across the portfolio.
• Team Follow-Up: Proactively follow up with technicians on an ongoing basis to gather accurate and timely project updates and technical status reports for Director review.
• Meeting Management: Schedule and coordinate departmental and cross-functional meetings, prepare agendas, document minutes, and ensure action items are tracked.

Qualifications & Core Competencies

• Experience: 5+ years of experience in a high-level Executive Assistant role, preferably supporting a C-Level executive (CIO, CTO, or IT Director).
• Industry Knowledge: Solid experience within the Hotel/Hospitality industry is preferred but not required. Deep understanding of hotel operational needs is highly advantageous.
• Bilingual (Preferred): Bilingual proficiency in Mandarin Chinese is preferred.
• Required Skills:
• Proven ability to manage multiple complex projects simultaneously.
• Proven ability to critically think and solve complex administrative and operational problems independently.
• Exceptional organizational, time management, and proactive anticipation skills.
• Advanced knowledge of Microsoft Office Suite (Outlook, Excel, PowerPoint, Word).
• Professionalism: A polished, professional demeanor capable of representing the Director and the company to all internal and external stakeholders.

This is a dynamic opportunity for a seasoned professional ready to make a significant impact on IT operations within a growth-oriented company.

Job Type: Full-time

Pay: From $26.00 per hour

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person