Executive Assistant

Proper Hospitality is seeking an Executive Assistant to join the team at The Shelborne by Proper, a renowned hotel re-opening and debuting in our portfolio in early 2025.

Our property will introduce four vibrant new food & beverage destinations to the neighborhood, each suited for warm weather dining, with an all-day signature restaurant, a lobby bar-lounge, and curated cafe. Resort amenities will include a spacious pool and lush garden lounge, indoor-outdoor cabanas, sundeck terrace, state-of-the-art fitness center, dedicated access to a private beach club, and more than 15,000 square feet of indoor-outdoor meeting & event space.

As an Executive Assistant to the Managing Director and General Manager, you will play a pivotal role in ensuring the seamless operation of our leadership team, contributing to the continued success of our hotel.

Key Responsibilities:

Administrative Support

• Manage the daily schedules, appointments, and meetings of the Managing Director and General Manager, ensuring optimal time management
• Coordinate travel arrangements, including flight bookings, accommodations and itineraries
• Prepare and organize meeting agendas, presentations, and minutes, ensuring follow-ups are tracked and completed
• Maintain confidentiality of sensitive information and handle correspondence with discretion

Communication & Liaison

• Act as the primary point of contact between the Managing Director, General Manager, and internal/external stakeholders
• Screen and prioritize emails, phone calls, and messages, ensuring prompt and appropriate responses
• Facilitate effective communication across departments to support leadership directives and initiatives

Operational Coordination

• Collaborate with department heads to gather and consolidate reports, performance metrics, and updates for leadership review
• Assist in the planning and execution of special projects, events, and initiatives led by the Managing Director and General Manager
• Monitor and manage deadlines for critical projects and tasks, ensuring timely completion

Guest Relations & Brand Representation

• Represent the Managing Director and General Manager professionally when interacting with VIP guests, partners, and stakeholders
• Assist with special requests and personalized experiences for high-profile guests as needed

General Office Management

• Oversee the organization of the executive office, ensuring it operates efficiently and professionally
• Maintain and update confidential files, records, and databases

Experience: Minimum of 5 years in a similar role, preferably in the hospitality or luxury industry

Education: Bachelor's degree in Business Administration, Hospitality, or a related field (preferred)

Skills

• Exceptional organizational and multitasking abilities.
• Proficient in Microsoft Office Suite and scheduling tools
• Strong written and verbal communication skills
• Ability to handle high-pressure situations with grace and professionalism

Attributes

• Discreet, resourceful and proactive
• Highly adaptable with a solution-oriented mindset
• Demonstrates impeccable attention to detail

Company Overview

Proper Hospitality is made up of a diverse group of passionate individuals who share a common love for hotels and the art of hospitality. Our philosophy is simple: There is a right way to do things and anything less just isn't proper. We are seeking out the "best of the best" from inside and outside of the industry to work alongside us as we grow a new kind of lifestyle Hospitality Company inspired by a centuries-old tradition. The work is challenging and fast-paced, but rewarding above all.

We provide equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetics, or any other federal/state protected category.

Proper Hospitality will consider qualified applicants with criminal histories in a manner consistent with local Fair Chance Hiring Ordinances.