The posting
OVERVIEW
The Executive Office Manager manages general office operations and provides high-level administrative support to the corporate senior leadership team, ensuring efficient day-to-day operations through calendar management, communication coordination, and handling confidential information. This position reports to the President & CEO.
This position is based out of the Corporate Office in Fairfax, VA, and requires at least 3 days in the office, with Monday and Thursday required days in the office.
KEY DUTIES & RESPONSIBILITIES:
Office Management
- Fields and oversees all maintenance requests for the Fairfax office; ensures evening cleanings are conducted; surveys the office environment proactively to ensure everything functions as it should; and works with all vendors, including electricians, plumbers, building management, etc.
- Coordinates arrival/building access for all guests
- Sends memos and alerts as needed to inform office employees of building maintenance events that may have an impact on the employee experience.
- Ensures inventories are maintained for breakroom items, business stationery, and general office supplies
- Works closely with the Mailroom company and ensures the Mailroom is properly staffed
- Supervises the Receptionist
Executive Administrative Support
- Professionally screens and manages incoming calls and meeting requests for the President & CEO with discretion and professional judgment
- Completes Expense Reports for the President & CEO and revenue leadership, when needed
- Handles general administrative tasks such as mailings, etc.
- Assists with scheduling meetings and appointments for CEO
- Works with CEO in managing requests for owner and parent company
- Assists CEO with any ad hoc requests
- Assists Senior Leaders with special projects and requests
General Administrative Support
- Processes invoices for Revenue Management and other assigned departments
- Disseminates recurring communications and reports for revenue management and Ops teams
- Supports expense report completion where applicable
- Maintains GM and Corporate Staff Cell Phone Lists to be distributed in the first week of each quarter
- Maintains Owner Contact Lists - Key contacts, e-mail addresses, mailing addresses, and phone numbers; coordinates w/ Business Development Team to keep this updated as new owners join our platform
- Maintains and updates the following lists to distribute monthly (unless no change occurred during the last calendar month): CHR Brands Grid, CHR Fact Sheet, Portfolio List, Portfolio List by State
- Receives and distributes positive guest feedback for monthly GM calls
- Prepares and distributes minutes for monthly GM calls
- Gathers and organizes information for Company newsletters and Community Service hours
- Prepares onboarding items such as office assignments, office name plates, business cards, etc. for new corporate employees
- Fields all emails to the [email protected] email inbox, coordinates and ensures an appropriate response to each
Document, Reporting & Presentation Support
- Assists with the preparation of presentation decks (through PowerPoint), agendas, and correspondence for internal and external stakeholders
- Coordinates printing/binding as needed for corporate presentations and other marketing materials
- Assists departments with document retention requirements, including purging of files
Meetings & Event Coordination
- Coordinates all aspects of internal meetings to include gathering agenda items on behalf of the meeting host, sending invites, ensuring the meeting room is prepared, etc.
- Organizes board, leadership, and ownership meetings, including agendas, materials, meals, gifts, amenities, and logistics
- Records meeting minutes and tracks follow-up action items, where applicable
- Works with leadership team on organizing and coordinating company meetings, conferences, executive retreats, and partner meetings
- Works with leadership team on event logistics including venues, catering, and guest coordination
- Assists with making reservations for lunches/dinners with corporate business partners
- Assists with coordinating office events
Travel Management
- Coordinates domestic and international travel, including flights, hotels, ground transportation, and itineraries, to include Barcelo-related travel when needed
- Supports travel coordination for corporate and partner-related events
- Coordinates hotel reservations and billing for those visiting the Fairfax Office
EXPERIENCE:
- Proven experience supporting senior executives and managing an office in a high-demand environment
- Highly proficient in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint) and comfortable learning new systems and technology
- Strong organizational and calendar management skills with the ability to prioritize competing demands
- Exceptional communication skills, both written and verbal, with a high level of professionalism and discretion
- Demonstrated ability to handle confidential information and exercise sound judgment in decision-making
- Proficiency in Spanish is a plus
Crestline Hotels & Resorts is an Equal Opportunity Employer/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, sexual orientation, gender, identity, or disability status.
