Executive Assistant
Dream GolfAbout the role
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
- 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.
- 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.
- 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.
- Maintain strict confidentiality and integrity of sensitive business, financial, personnel, and operational information.
- Organize and maintain confidential records and administrative sys
General Manager Support
Leadership and Strategic Support
VIP and Guest Coordination
Administrative Operations
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