Executive Assistant & Office Administrator at WINDSOR CAPITAL GROUP

Santa Monica, California, United States -

Full Time

Start Date

Immediate

Expiry Date

24 Mar, 26

Salary

85000.0

Posted On

24 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Skills, Attention To Detail, Communication Skills, Discretion, Multitasking, Professionalism, Listening Skills, Microsoft Teams, Microsoft 365, Scheduling, Travel Coordination, Document Preparation, Office Management, Task Management, Meeting Coordination, Confidentiality

Industry

Hospitality

Description

Job Details Job Location: Windsor Hospitality - Santa Monica, CA 90405 Salary Range: $75,000.00 - $85,000.00 Salary What you will do: The Executive Assistant & Office Administrator is responsible for the efficient operation of the corporate office while providing executive support to the President/CEO. This role's focus will be split (approximately 60%) executive support with a secondary component as an Office Administrator (approximately 40%). This position requires strong organizational skills, attention to detail, and the ability to manage routine administrative priorities while supporting the President/CEO with scheduling and logistics. Essential Responsibilities Executive Assistant: (60%) Operate confidentially and with discretion and understand how to properly handle confidential information Organize and keep current the President’s daily/weekly/monthly schedule Coordinate meeting dates, communications, locations, agenda and meeting preparation Answer phones, screen calls and handle as appropriate or take messages as necessary Manage travel arrangements including lodging, airline and ground transportation as needed and coordinate itineraries with other travelers; must be familiar with international travel Personal travel or local conference attendance may be required Obtain and maintain all of President’s meeting notes; and proactively create task lists as necessary Follow up on “To-Do” or task lists issued by President internally and externally Prepare documents for President’s signature; disseminate as appropriate Maintain personal and corporate files of President Relieving President of general administrative detail Prepare and track President’s expense reports Coordinate presentations and report-preparation on behalf of the President Coordinate Board of Advisor meetings (may include assisting Board Members with travel arrangements) Populating form agreements (NDA’s) and preparing documents for execution Assist with Special Projects or any other task as assigned Office Administrator: (40%) Organize and maintain the office, ensuring a professional appearance at all times, including common areas such as the supply room and kitchen Train and support other administrative staff on routine office functions. Assist in preparation of presentation materials, marketing brochures, acquisition, development or sale “teasers” Act as a liaison with Building Management and 3rp party vendors for Corp. office, including parking passes and service requests Integrally involved in Leadership conferences or offsite meeting planning and execution Act as the point of contact for administrative services that support the corporate office Receive all incoming mail/correspondence; distribute and/or handle as appropriate Receive and route incoming calls on main office line Coordinate mailing and distribution of internal and external materials, including management of postage, next day shipping and courier service vendors Coordinate support and service for all-office meetings, meals or events (including team members’ birthdays) Managing HQ office administrative expenses including office supplies, business cards and letterhead Understand seasonal or timely priorities for organization and assist with associated task completion (assets sales, acquisitions, tax filings, loan closings, etc.) Reinforcing Windsor’s file naming convention and file storage policy to include - Insurance files, loan documents, closing binders, financing due diligence, credit applications, franchise agreements, music licenses, liquor licenses, other licenses, permits, taxes, etc Monitor and arrange for updates to corp website as appropriate Maintain Office Holiday and birthday calendar – cakes, flowers and cards per HQ member’s preference or as appropriate Assit finance with distribution of month reports to lenders and authorities having jurisdiction Maintain corporate travel profiles for VP and C executives Qualifications Specific Job Knowledge, Skills and Abilities: The individual must possess the following knowledge, skills and abilities to efficiently and properly execute the essential functions of the job Must be discreet Extremely organized, detail oriented, with the ability to multitask with minimal supervision Ability to communicate effectively and eloquently verbally and in writing Must demonstrate patience and professionalism at all times Ability to understand the purpose, process and principles of President/CEO's workflow and elevate (to President/CEO's attention) items of importance or time sensitivity Ability to effectively communicate with and collect information from team members and third parties, some of whom will require high levels of tact and/or diplomacy Is a highly effective listener and can speak clearly (both on the phone and in person) in a polite, understandable and professional manner Ability to assume and perform new job responsibilities at short notice Availability and flexibility with schedule-based business needs Ability to access and accurately input information using Microsoft Teams and 365 suite of programs No job too small or too big mentality (any unassigned miscellaneous tasks for office you “own”) Reachable and willingness to engage after hours or weekends with a fast response time What We Offer: Join a team that invests in you! We’re proud to offer a comprehensive and competitive benefits package to support the well-being and growth of all our eligible employees in our diverse and inclusive environment: Medical, Dental, Vision, Life and Disability Insurance If eligible, enjoy access to quality healthcare plans to stay healthy and protected. Flexible Spending Account (FSA) Pre-tax savings for healthcare and dependent care expenses. 401(k) & Roth 401(k) Plans Plan for your future with employer-supported retirement options. Employee Assistance Program (EAP) Confidential support services for personal and professional well-being. Career Growth Opportunities We promote from within and invest in your long-term success. Paid Time Off (PTO) Take time to relax, recharge, and explore life outside of work. Paid Sick Leave Supportive sick time policy to care for your health when you need it. Exclusive Employee Hotel Discounts

Responsibilities

The Executive Assistant & Office Administrator will provide executive support to the President/CEO and manage the efficient operation of the corporate office. Responsibilities include scheduling, travel arrangements, and maintaining office organization.