Executive Administrative Assistant

1 week ago

Victoria, Canada Brentwood Bay Resort Full time

**About Brentwood Bay Resort**:
At Brentwood Bay Resort, we take pride in providing a luxurious boutique experience that sets us apart from other hotels and resorts in the Greater Victoria area. We are committed to offering our guests more than just delicious meals, relaxing spa treatments, and beautiful oceanfront suites. We aim to provide a truly unforgettable guest experience and support our team members in discovering and delivering their unique contributions.

Our team is made up of passionate and engaged individuals who are empowered to share their input, opinions, strategies, and suggestions. We believe in working together as a team to deliver exceptional service, and we support one another to achieve our goals. As community leaders, we value honesty, uniqueness, and a fun approach to providing graceful hospitality.

**Role Purpose**:
The Executive Administrative Assistant plays a critical role in providing comprehensive administrative and operational support to the CEO and Director of Finance and Administration. This position requires exceptional organizational skills, attention to detail, and a proactive approach. The Executive Assistant will serve as a trusted partner to the CEO, helping to streamline operations, facilitate communication, and ensure the successful execution of key resort initiatives.

**Administrative Support**:

- Effectively manage the CEO's calendar, including scheduling appointments, meetings, and bi-annual leadership retreats; as well as screening, prioritizing, and managing incoming communications
- Prepare and review correspondence, reports, presentations, and other documents, while also providing strategic research and analysis
- Compile, review and analyze guest feedback data
- Prepare and distribute meeting agendas, and record meeting minutes
- Resort-wide project management through Asana software; task assignments, track project deadlines, milestones, and progress
- Assist Finance with daily cash audit reviews, accounts receivables, banking, and annual external audits
- Handle confidential information with a high level of discretion

**Operational Support**:

- Manage Gift Shops and Art Program, including purchasing, inventory management, and staging
- Manage the Accreditation Program resort-wide, ensuring policies and procedures are followed through periodic audits, secret shops, and analyses
- Manage resort communication tools and file management, including telephones, IT account, and hardware management
- Assist with marketing initiatives including print collateral and signage, events, and staging of resort
- Managing weekly office supply orders and distributing them throughout the resort

**QUALIFICATIONS**

**Education and Experience**
- 4+ years’ experience in an administrative and/or executive support level capacity
- Bachelor's degree or Diploma in Business, Admin, HR, or Operations preferred

**Knowledge, Skills, and Abilities**:

- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Experience using Asana project management software considered an asset
- Outstanding organizational and time-management skills
- Exceptional written and verbal communication skills
- Feels empowered to make decisions and is confident in their decision-making abilities
- Has an open-mind and is willing to learning new skills and take on new responsibilities
- Proven ability to multitask, prioritize, and adapt in a dynamic and fast paced environment
- Ability to handle sensitive information with the utmost confidentiality and discretion
- Strong interpersonal skills and the ability to collaborate effectively with various internal and external stakeholders

**Working Conditions**:

- Frequent indoor work in an office setting
- Hybrid work option, standard work hours (8 hrs/day, Mon-Fri) with flexible work schedules

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