Executive Assistant

Description

Executive Assistant - Job Description

Department: Administrative & General

Reports To: President

Status: Exempt

Job Summary

Provides high-level administrative support to a senior executive, overseeing a broad range of strategic and confidential projects. This role involves managing complex tasks, coordinating cross-functional teams, and ensuring the executive’s priorities and obligations are efficiently supported.

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Key Responsibilities

• Serve as the primary administrative liaison for the executive, managing day-to-day operations and communications.
• Organize and coordinate meetings, conferences, travel arrangements, and related logistics.
• Monitor and prioritize the executive’s schedule, ensuring effective time management.
• Prepare meeting materials, agendas, and presentations; attend meetings, take minutes, and distribute documentation as needed.
• Manage and maintain executive correspondence, including screening visitors, calls, emails, and mail.
• Prepare and process expense reports, ensuring timely and accurate submission.
• Handle confidential information with discretion and professionalism.
• Oversee filing systems and record management for departmental documentation.
• Manage contract generation and execution.
• Track and approve development invoices; ensure coding accuracy.
• Verify subcontractor compliance with licensing, insurance, and tax documentation.
• Manage development lien waivers and apply for/renew contractor licenses as needed.
• Perform other duties as assigned to support the department’s operational goals.
  
  

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Education & Experience Requirements

• A bachelor’s degree is preferred, with 4 to 6 years of relevant experience in executive support or a similar role.
• Strong business acumen and excellent interpersonal and influencing skills.
• Proven ability to represent senior leadership in high-level meetings and business functions.
• Must maintain punctuality and be available to work flexible hours when needed.
• Exceptional written and verbal communication skills.
• High attention to detail and strong organizational abilities.
• Self-motivated and capable of working independently with minimal supervision.
• Proficient in Microsoft Office Suite, particularly Word, Excel, and Outlook.
• Demonstrated ability to manage multiple priorities and meet deadlines.
• Experience providing coaching or leadership to junior staff is a plus.
• Comprehensive understanding of administrative processes and executive-level support.
  
  

Work Environment & Conditions

This position operates in a standard office environment. The role requires regular use of computers, phones, and other office equipment. Occasional travel or extended hours may be necessary based on business needs. Reasonable accommodations may be provided for individuals with disabilities to perform the essential functions of the job.

Compensation

Competitive wage, commensurate with experience.

This job description is not intended to be all-inclusive; additional details will be specified by the direct supervisor. The associate may also perform other reasonable business duties assigned by their direct supervisor.

Dreamscape Hospitality reserves the right to change this job description, job responsibilities, duties, and working hours as needs prevail.

Dreamscape Hospitality is an at-will employer. This document does not constitute a contract of employment, and nothing contained in this job description issued by Dreamscape Hospitality is intended to create a contract of employment or guarantee employment. is a guideline and does not constitute a written or implied employment contract.