Executive Assistant with Bookkeeping (Hospitality)

Job Title: Executive Assistant with Bookkeeping (Hospitality)
Type: Full-Time, Remote
Working Hours: Mondays - Fridays, 9:00 AM - 5:00 PM EST
Compensation: $1,200 - $1,500

About the Company:

Our company is a leading player in the hospitality industry, providing world-class management and development services for boutique hotels and resorts. With a mission to deliver exceptional guest experiences, we focus on creating tailored hospitality solutions that drive operational excellence and innovation. Our company is passionate about delivering outstanding service, enhancing guest satisfaction, and fostering long-term partnerships with hotel owners and operators.

Job Summary:

Our company is seeking a highly strategic and detail-oriented Executive Assistant to support our CEO. This role is crucial in maintaining smooth operational and administrative functions within the company. You will work closely with the leadership team to manage day-to-day activities, streamline processes, handle bookkeeping tasks, and contribute to key business initiatives. The ideal candidate will have a strong background in executive support within a hospitality or service-driven environment, with exceptional organizational, problem-solving, communication, and financial management skills.

Key Responsibilities:

Executive Support:

• Manage the CEO's calendar, scheduling meetings, and coordinating appointments with internal teams, partners, and clients.

• Coordinate travel arrangements, including flights, hotel bookings, and transportation for the CEO and senior team.

• Prepare meeting agendas, briefings, and detailed itineraries for conferences, events, and business meetings.

• Act as a liaison between the CEO and stakeholders, ensuring clear and timely communication.

Operational & Strategic Assistance:

• Support the CEO in managing operational tasks such as reviewing reports, tracking project timelines, and ensuring the smooth execution of business strategies.

• Assist with analyzing hospitality market trends, preparing reports, and delivering strategic insights to improve operational efficiency.

• Participate in leadership meetings and assist with preparing presentations, performance updates, and action plans.

Bookkeeping & Financial Management:

• Handle bookkeeping tasks, including tracking expenses, managing invoices, and processing payments.

• Reconcile financial statements and ensure accurate financial record-keeping.

• Assist in preparing budgets, financial reports, and tracking cash flow for the company.

• Ensure timely submission of expense reports and invoices for the CEO’s office.

• Work closely with the finance department to support quarterly and yearly financial audits.

Administrative Support:

• Handle confidential and sensitive information with utmost discretion.

• Organize and maintain company files, ensuring records are accurate and up-to-date.

• Manage expense reports and payments related to the CEO's office, ensuring timely submission and reconciliation.

Hospitality Client & Partner Coordination:

• Serve as a key point of contact for hotel partners, ensuring that communication is streamlined and issues are escalated when needed.

• Assist with preparing client-facing reports, proposals, and presentations, supporting the CEO in nurturing strong partnerships.

Project & Event Coordination:

• Plan and coordinate executive-level events, conferences, and team meetings, ensuring all logistical details are covered.

• Track and manage the progress of various hospitality-related projects, ensuring timelines are adhered to and deliverables are met.

Key Qualifications:

• Experience: 3-5 years of Executive Assistant experience, preferably in the hospitality or service industry.

• Bookkeeping Experience: Strong understanding of bookkeeping, expense tracking, and financial reconciliation.

• Skills: Strong organizational, multitasking, and communication skills. Proficiency in Microsoft Office Suite, Google Workspace, and bookkeeping software (e.g., QuickBooks).

• Problem-Solving: Ability to analyze data, identify trends, and provide strategic recommendations for operational and financial improvements.

• Interpersonal Skills: Professional demeanor with excellent interpersonal and client-facing skills.

• Attention to Detail: Strong ability to manage confidential information and pay close attention to detail.

• Self-Starter: Ability to work independently, prioritize tasks, and stay organized in a fast-paced environment.