The posting
Executive Assistant & Business Operations Coordinator
As the Executive Assistant & Business Operations Coordinator, you will play a key role in supporting the company’s legal, regulatory, and executive functions. You’ll manage corporate entities, licenses, permits, compliance deadlines, and acquisition-related activities while providing high-level administrative support to the President and senior leadership. This role is ideal for a highly organized, discreet, technology-forward professional who can manage competing priorities, build strong relationships across the organization, and use technology and AI to streamline processes and support a growing company.
What You’ll Be Doing
- You will manage the lifecycle of corporate legal entities, including formations, registrations, annual renewals, filings, maintenance, and dissolutions across multiple states and jurisdictions.
- You will oversee liquor licenses, business licenses, food service licenses, hotel licenses, permits, and other regulatory requirements across the company’s properties and locations.
- You will maintain compliance calendars, licensing records, corporate documentation, and audit-ready files while proactively tracking deadlines and renewals.
- You will coordinate with outside legal counsel, registered agents, government agencies, Accounting, Operations, Human Resources, Business Development, and property leadership to ensure compliance requirements are completed accurately and on time.
- You will support new acquisitions, management takeovers, property openings, and transitions by coordinating entity formations, EINs, state registrations, licenses, permits, and required documentation.
- You will assist with due diligence, M&A activities, financing, audits, and other legal and corporate projects as needed.
- You will maintain corporate governance records, including organizational documents, resolutions, minute books, cap tables, and organizational charts.
- You will manage the transfer, renewal, and closure of licenses associated with property openings, ownership changes, property sales, and entity dissolutions.
- You will support brand and investor administration, including employee ID setups, annual investor tax document distribution, and maintaining accurate property and business unit records.
- You will serve as a company notary public for corporate and legal documents.
- You will use technology, automation, and AI tools to improve compliance tracking, document management, renewal processes, and recurring administrative workflows.
- You will manage complex calendars, travel arrangements, meetings, correspondence, expenses, and other administrative responsibilities for the President and senior leadership team.
- You will coordinate executive meetings, offsites, and board meetings, including logistics, materials, follow-up items, and communication.
- You will serve as a trusted liaison between the President’s office, internal departments, external partners, board members, and other key stakeholders.
- You will handle confidential legal, financial, executive, and personal information with a high level of discretion and professionalism.
- You will continuously identify opportunities to improve processes, automate recurring work, and create scalable systems as the organization continues to grow.
Education & Experience
- Paralegal certificate, degree, or equivalent professional experience in corporate or legal compliance.
- Three (3) or more years of experience managing corporate compliance, licensing, regulatory filings, or related legal administration.
- Hospitality, restaurant, alcohol beverage, multi-state real estate, or franchise industry experience, highly preferred.
- Experience managing multi-state business licenses and/or liquor licenses.
- Experience supporting C-suite executives in a fast-paced environment.
- Familiarity with state Secretary of State filing systems and Alcohol Beverage Control (ABC) processes.
- Proficiency with Microsoft Office and document management platforms such as SharePoint.
- Experience navigating state, county, and municipal filing portals.
- Hands-on experience using AI or automation tools to streamline legal, compliance, administrative, or document-management processes.
- Active notary public commission, or willingness to obtain one shortly after hire.
Essentials
To be a successful candidate, you will need the following:
- Eligible to work in the United States.
- Exceptional organizational skills with the ability to manage a high volume of recurring deadlines across multiple states, entities, properties, and executives.
- Strong attention to detail with the ability to maintain accurate records and documentation.
- Strong written and verbal communication skills with the ability to communicate effectively with senior leadership, outside counsel, government agencies, and property teams.
- High degree of discretion and professionalism when handling confidential legal, financial, executive, and personal information.
- Strong problem-solving and decision-making skills with the ability to exercise sound judgment and adapt to changing priorities.
- Ability to build collaborative relationships and work effectively across multiple departments while balancing competing priorities.
- Technology-forward mindset with the ability and willingness to use AI, automation, and digital tools to improve efficiency.
- Ability to embrace HVMG’s Culture of Excellence by demonstrating professionalism, a positive attitude, and a commitment to exceptional service.
- Amazing opportunities for career advancement across HVMG
- Flexible PTO
- Up to 40% earned wages paid BEFORE payday with PayActive
- Full Healthcare Benefits (including medical, dental, and vision coverage)
- 401k Retirement Plan with a guaranteed 4% match and no vesting
- Hotel and Food and Beverage Discounts and Perks
Careers at HVMG
Our Be Excellent culture is more than just words on a website -- we live and breathe it. As one associate said in an anonymous survey, "This is the best management company I've ever worked for. They walk the talk from the corporate office to the field."
We believe that the hotel business is one of the few industries in which successful career paths can start anywhere on the org chart. You control your destiny, and, if our executives are any indication, today's dishwasher can be tomorrow's Senior Vice President.
HVMG participates in the E-Verify program in certain locations, as required by law.
An Equal Opportunity Employer
We provide equal opportunity without regard to race, color, national origin, religion, sex, age, marital status, or disability.
