Executive Assistant

About the Role

As an Executive Assistant at Acqualina Resort & Residences on the Beach in Sunny Isles, FL, you will play a crucial role in fostering excellent relationships with brand affiliates, customers, and vendors. You will handle Executive Reports, Business Insights, Lease Management Files, and Registration, while maintaining a highly motivated and confidential work ethic in a fast-paced environment. You will contribute to the development of compelling brand stories, new services, amenities, and departmental best practices.

Key Responsibilities

• Organize meetings and events including logistics, venue, bookings, and preparation of materials.
• Support enhancement and replacement of technology platforms related to customer journeys.
• Prepare and update Design Specifications and coordinate renovation meetings with designers and management.
• Lead charity event preparations including auction item procurement, auction management, and Gala event planning.
• Compile monthly expense reports ensuring accurate account allocations.
• Coordinate executive and ownership meetings along with appreciation events.
• Handle inquiries with prompt acceptance or declines.
• Record donations including expiration dates and oversee reservation requests to avoid peak or sold-out dates.
• Assist with travel and conference registrations as necessary.
• Maintain important logs and spreadsheets such as Barter Spreadsheet and auction details.
• Support communication and organization of new services and promotions.
• Manage office supplies, samples, and executive areas.
• Track critical project pathways highlighting key initiatives and operational tasks.
• Assist with corporate profiles, strategic plans, and brand manuals/guidelines.
• Procure luxury furniture, fixtures, and equipment items as needed.
• Support customer and team member app material preparation.
• Ensure lease agreements are properly executed, recorded, and maintained along with unit owner rosters and key contacts.
• Respond promptly to emails, prioritizing urgent and client correspondence, and maintain thorough communication records.
• Collaborate with concierge and other departments for service continuation and confirmation follow-ups.
• Uphold departmental policies, service standards, and confidentiality of all sensitive information.
• Anticipate and respond to customer needs promptly maintaining positive guest relations at all times.
• Manage correspondence including emails, faxes, photocopies, scanning, typing reports, memos, and notes.
• Document customer requests and complaints for appropriate resolution.
• Coordinate vendor proposals and RFP submissions as requested.
• Prepare area improvement reports and accept additional duties as assigned.
• Process invoices and expenses and assist with media, photo and video shoot-related requests.

Qualifications

• College degree required.
• Familiarity with AI technologies including ChatGPT.
• Basic accounting knowledge.
• Experience in research and event planning.
• Fluency in English with excellent written, verbal, and non-verbal communication skills.
• Advanced proficiency in Outlook and Microsoft Office Suite (Word, Excel, PowerPoint).
• Prior experience in the hospitality industry is essential.
• Strong attention to detail, organizational skills, and ability to prioritize.
• Ability to think clearly under pressure and exercise sound judgment.
• Capable of working independently and as part of a team.
• Flexible to work varied hours and assist with events.
• Strict maintenance of confidentiality concerning guest and resort data.

Physical Requirements

• Able to lift and transport items weighing between 5 and 20 pounds.
• Perform various physical movements within work areas and reach up to 12 inches.
• Remain seated for 6-8 hours during shifts.
• Communicate clearly and effectively with guests, management, and colleagues.

Benefits

• Competitive wages.
• Medical, dental, and vision insurance coverage.
• Life insurance plans.
• 401K retirement program.
• Paid holidays and vacation time.

Work Environment and Additional Information

This is a part-time, onsite position based in Sunny Isles, Florida. The role reports directly to Ownership and involves regular interaction with internal brand owners and developers, as well as external residents, customers, partners, government agencies, media representatives, and various stakeholders.

The candidate is expected to maintain confidentiality, demonstrate motivation, and contribute proactively to the resort’s success through excellent organizational and communication abilities.