Executive Admin Assistant

Company Description

About Westgate Resorts
Westgate Resorts provides a diverse range of vacation experiences. From sandy beaches on the Atlantic Ocean to snow-covered Utah mountains, families can affordably experience the country's most desirable vacation destinations. A world leader in the timeshare and hospitality industry, Westgate has resorts in Florida, Tennessee, South Carolina, Missouri, Utah, Nevada, and Arizona. Westgate meets every vacation expectation, for every family, for every budget. As we continue growing, we will continue offering the best and most-affordable vacation options out there!

Job Description

The Executive Administrative Assistant will provide administrative and office support across the Corporate Security Division. This position will coordinate and perform routine special projects and assist management with administrative and office needs.

To perform this role successfully, the individual must be able to carry out each essential duty and responsibility satisfactorily while demonstrating and adhering to the company’s core values:

• Integrity
• Passion
• Work Ethic

Essential Duties and Responsibilities

• Manage the Senior VP’s scheduling, communication, and travel coordination
• Draft original and routine correspondence for the Senior VP’s signature
• Manage deliverables for the Senior VP and prepare necessary reporting
• Create and edit presentations, documents, and reports as required
• Plan, prepare materials, and provide assistance for meetings and projects
• Support the Senior VP’s participation in staff, departmental, and leadership meetings; take notes and track follow-up action items
• Maintain confidentiality with all sensitive information
• Analyze and organize office operations, including payroll preparation, personnel information management, filing systems, and supply requisitions
• Research and develop resources to improve workflow and efficiency
• Record, file, store, and retrieve data
• Establish uniform correspondence procedures and style practices
• Review clerical and personnel records for completeness and accuracy
• Assist management with onboarding and termination processes for the department
• Build and maintain relationships with key internal and external contacts
• Stay informed of all Westgate Resorts and CFI initiatives, policy changes, and updates to ensure departmental awareness
• Lead team member engagement events and activities, including Town Hall meetings and team-building activities
• Ensure safety standards are followed in the department and facility; report concerns to Corporate Facilities
• Maintain and oversee the department conference room calendar and team member department calendar
• Continuously build knowledge and experience to execute the role to its full potential

Qualifications

• Keen attention to detail with ability to track and manage multiple projects simultaneously
• Skilled in data entry and proofing text/numerical entries
• Experience facilitating departmental projects and meetings
• Ability to respond effectively to last-minute requests and projects
• Proven ability to manage and complete large administrative projects under strict deadlines
• Familiarity with organizational budgets
• Proactive, service-oriented, and adaptable personality
• Strong ability to work both independently and within a team
• Demonstrated consistency and quality in work performance
• Experience managing projects or teams (preferred)

Education & Certifications:

• Minimum of 5 years of stable experience in office management and/or executive assistant roles
• High School Diploma / GED required
• Associate’s Degree required
• Bachelor’s Degree preferred

Skills/Knowledge:

• Proficiency with modern office equipment, computers, and Microsoft Office (Outlook, Word, Excel, PowerPoint, Project, Visio, etc.)
• Familiarity with SharePoint, Oracle Fusion, and ADP preferred
• Strong written and verbal communication skills
• Excellent judgment, discretion, and diplomacy
• High attention to detail and quality (perfectionist mindset)
• Curiosity and commitment to continuous learning

Physical Demands

• Regularly required to talk and hear
• Occasionally required to stand and walk
• Must occasionally lift and/or move up to 10 pounds
• Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions