Executive Assistant, Pet Resorts

Job Description

Job Summary:

The Executive Assistant provides high-level administrative and operational support to senior leadership within the Pet Resorts division. This role operates in a fast-paced, executive environment requiring exceptional judgment, discretion, and professionalism. The Executive Assistant serves as a trusted partner to leadership, coordinating complex schedules and facilitating interactions with the CEO, Board of Directors, investors, and other key stakeholders.  Success in this role requires proactive anticipation of leadership needs, the ability to respond with urgency, and a service mindset focused on enabling executive effectiveness and organizational alignment.

**Strong preference for candidates residing in Minneapolis MN**

Principal Responsibilities:

• Serve as a primary liaison between senior leadership and internal/external stakeholders, ensuring professional, timely, and confidential communication.
• Manage complex, high-volume calendars with precision; prioritize competing requests, anticipate conflicts, and adjust rapidly to evolving business needs.
• Understand the organizational structure and leadership needs to be able to implement and de-conflict scheduling with minimal oversight.
• Coordinate executive engagements with the CEO, Board members, investors, and senior leaders, ensuring materials, logistics, and preparation are handled seamlessly. Be comfortable with and available to work across time zones and cultures, including outside the U.S.
• Plan and execute on-site and off-site meetings, including venue selection, travel, accommodations, audiovisual requirements, catering, and post-meeting logistics.
• Arrange complex domestic and occasional international travel, adapting quickly to changing itineraries while minimizing disruption to leadership schedules.
• Process expenses, reimbursements, and vendor invoices promptly while maintaining strict adherence to company policies and financial controls.
• Support cross-functional initiatives and provide administrative leadership during company events or periods of increased organizational demand.
• Oversee onboarding logistics for Resort Managers and General Managers, including secure collection and storage of confidential documentation and system access setup.
• Maintain email distribution lists with speed and accuracy.
• Manage compliance documentation such as grooming, boarding, kennel, and agriculture licenses.
• Maintain discretion in handling sensitive business matters, confidential personnel information, and privileged communications.
• Act as support retail purchaser for site locations, ensuring efficient ordering and expense management.
• Support business projects with desk-based field research and data entry support related to semi-annual pricing project or other ad hoc projects.
• Perform additional duties as assigned to support executive and organizational priorities.

Education and Experience:

• Requires a High School Diploma or equivalent.
• Requires 5+ years experience, supporting senior executives, ideally within a multi-site or growth-oriented organization.
• Understand knowledge of a wide variety of procedures and processes typically gained through technical training and/or job experience.
• Demonstrated experience interacting with executive leadership and handling confidential business information.

Skills:

• Executive Presence: Builds credibility and trust with stakeholders at all levels, including senior leadership and external partners.
• Proactive and Consistent Execution: Anticipates needs, identifies potential challenges, and delivers solutions before issues arise, or with minimal guidance.
• Time Management: Strong planning, organization, and time management skills; able to set priorities, mana