Executive Assistant to the CEO

Gracious Hospitality Management is first and foremost an outstanding hospitality company that conceptualizes Michelin-starred and James Beard nominated restaurants. We focus on both passion and profitability. We are professionals committed to ensuring exceptional hospitality and service to our customers. GHM has been honored with receiving a Michelin star eight years in a row for its restaurants Piora, Cote Korean Steakhouse & COTE Miami.

Job Summary: 

The Executive Assistant is responsible for synthesizing information and managing multiple, simultaneous, multi-million dollar, high profile projects. The Executive Assistant will work closely with the Personal Assistant, have a 24/7 mentality while coordinating a complex schedule, and act as the right-hand to the Founder/CEO of Gracious Hospitality Management (“GHM”) properties. 

 

Essential Job Duties & Responsibilities: 

Job duties and responsibilities include, but are not limited to the following: 

Executive Communication: 

• Perform administrative tasks and manage CEO's correspondence, including emails, letters, thank you notes, talking points, bios, and calls, ensuring timely responses and prioritization.
• Draft and edit documents, presentations, and reports for the CEO, maintaining high standards of accuracy and professionalism. 
• Prepare daily agenda of all meetings, tasks, appointments, and professional gatherings
• Collaborate with PA to prepare social gatherings, philanthropic events, and family appointments 
• Manage the restaurant’s reservation requests from VIP clients. 
• Prepare a daily report of VIP reservations. 
• Draft and edit correspondence on behalf of the CEO, including inbox management. 

Project Management: 

• Oversee and coordinate special projects and initiatives on behalf of the CEO, ensuring deadlines are met and goals are achieved. 
• Track project progress, provide updates, and anticipate potential issues or challenges.
• Assist with the filing and organization of business documents. 

Administrative Management: 

• Provides high-level administrative support and personal assistance to the CEO (reporting to the Chief of Staff). 
• Performs office tasks including maintaining records/documents & ordering supplies.
• Organize catering when necessary and assist with company events. 

Relationship Management: 

• Build and maintain relationships with key stakeholders, including board members, senior executives, and external partners. 
• Represent the CEO in meetings, conferences, and other events, fostering positive relationships and enhancing the CEO's network. 
• Arrange travel and accommodations for the Founder and Directors 

Operational Efficiency: 

• Streamline administrative processes and optimize workflow to maximize CEO's productivity and efficiency. 
• Implement and maintain systems for document management, filing, and information retrieval. 

Confidentiality and Discretion: 

• Handle sensitive and confidential information with utmost discretion and integrity.
• Manage corporate housing in Miami and other, future, confidential locations. 
• Maintain confidentiality of discussions, decisions, and documents involving the CEO and executive team. 

Event Coordination: 

• Plan and coordinate executive meetings, retreats, and other corporate events, including logistics, agenda preparation, and follow-up actions. 
• Ensure events run smoothly and achieve their objectives, reflecting positively on the CEO and the organization. 

Continuous Improvement: 

• Stay informed about industry trends, best practices, and technological advancements relevant to executive support functions. 
• Recommend and implement process improvements and innovations to enhance efficiency and effectiveness. 

General: 

• Performs additional duties as assigned by the Founder. 
• Available weekend & evenings, determined by the needs and schedule of the Founder/CEO. 24/7 mentality, “no task is too small” attitude. 

Essential Functions: 

• Notary license preferred 
• Excellent verbal and written communication skills. 
• Excellent organizational skills and attention to detail. 
• Excellent time management skills with a proven ability to meet deadlines. 
• Ability to function well in a high-paced, and at times, stressful environment. 
• Knowledg