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Executive Assistant to the Board
Evans HotelsSan Diego, California, United States3 days ago
Job type
- Full-time
Job descriptionManages daily calendars, schedules meetings, and coordinates appointments for Board Members. Prepares meeting materials, takes clear and organized meeting minutes, and distributes follow-up action items. Assists with family and Board-related travel planning, itineraries, and reservation tracking as needed. Screens and directs incoming phone calls; coordinates conference and video calls; prepares meeting agendas; and reserves meeting spaces Handles incoming and outgoing communications, including email and written correspondence. Skilled at managing relationships with individuals who have differing communication styles, expectations, and personalities. Ability to converse professionally on current San Diego business topics and interact confidently with San Diego political figures, community leaders, and senior leadership. Greets and assists visitors, ensuring a professional and welcoming experience Organizes and maintains digital and physical filing systems with the ability to quickly access documents on request. Creates and updates spreadsheets; occasionally conducts research and communicates findings in a clear, simplified format. Demonstrates the ability to manage a dynamic workload independently, transitioning smoothly between fast-paced weekday demands, time-sensitive family needs, and quieter periods when the family is traveling. Must be comfortable working alone and staying self-motivated without daily coworker interaction. Coordinates room requests, donations, guest amenities, and special hospitality arrangements. Processes invoices, tracks expenses, and maintains accurate financial and administrative records. Maintains office supplies and arranges service for equipment as needed. Supports family condominium administration, including calendar updates, invoice processing, and recordkeeping. Occasionally responsible for coordinating household management tasks and administrative needs. Manages vehicle-related documentation, shipping coordination, title and registration paperwork, and event sign-up and tracking. Maintains the highest level of confidentiality regarding all Board, family, and Evans Hotels matters. Performs additional duties and responsibilities as directed by the leadership team. Bachelor's degree from four-year college or university or any equivalent. At least 2 years of relevant administrative experience and / or training. A combination of experience, education, and / or training may be substituted for either requirement. Must be comfortable working with intermittent exposure to visiting dogs. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and Adobe Acrobat, Zoom, Teams, ChatGPT. Technologically proficient and highly resourceful, particularly in fast-paced or stressful situations; able to offer clear direction and patient support to team members on common technology platforms (iPhones, Zoom, Teams, computer systems, etc.). Availability to work on weekends and holidays is required. Maintains occasional on-call availability after hours on weeknights and weekends. Ability to always maintain a friendly, professional, team-oriented, positive demeanor and diplomatic attitude, especially under stress or challenges. Ability to stand, kneel, squat for prolonged periods of time, up to and including, the entire shift and lift up to 25 lbs. The following position will be filled in accordance with the process set forth in California Labor Code Section 2810.8 and San Diego Municipal Code 311.0101 et. seq. The pay scale posted is the salary or hourly wage range that the employer reasonably expects to pay for the position during the first year of employment. The posted range does NOT include potential additional types of compensation, such as gratuities, service charges, commissions, or bonuses. Actual compensation offered may fluctuate based on qualifications and / or experience.
LOCATION
Evans Hotels
Since 1953, Evans Hotels has been a hospitality leader in San Diego and Southern California. Its portfolio includes two properties on Mission Bay, Catamaran Resort Hotel and Spa and Bahia Resort Hotel, as well as the AAA Five Diamond property in the prominent seaside community of La Jolla, The Lodge at Torrey Pines.
Evans Hotels is a family-owned and operated business committed to supporting and enhancing employee well-being through a variety of programs that nurture our staff professionally and personally. We offer hands-on manager and leadership training, employee appreciation days, and staff awards and recognition. Our team is also dedicated to serving our community through initiatives like company-wide beach clean-ups and volunteer opportunities.
SUMMARY
The Executive Assistant to the Board (“Asistente Ejecutiva del Consejo”) provides administrative support to multiple Board Members with diverse priorities and communication styles. This position manages calendars, prepares correspondence, organizes meetings, coordinates travel, and assists with special projects. This role requires a highly self-motivated individual who can work independently, maintain strong organization, and manage shifting priorities with professionalism and discretion. The Executive Assistant will work closely and collaboratively with the Director of Administrative Services, who provides daily guidance, mentorship, and supervisory support. Although based in different hotel locations, the two roles coordinate frequently by phone and other communication tools to ensure alignment and consistency across the Board and Corporate Executive Offices.
PAY & PERKS
- Compensation : $26.00 - $36.00 DOE
- Earn $1000 for Culinary, Engineering, Housekeeping, and $350 for all other roles. for each hired referral at any Evans Hotels property.
- Discounted Hotel Rooms for you, family and friends.
- Free Employee Parking and / or discounted MTS Pronto card.
- Free Meals & Refreshments during working shifts.
- Career advancement opportunities!
- Health (including SIMNSA), Dental, Vision, 401k with match, life insurance, sick and vacation time.
- Discounts on cell phone bills, shoes, gym memberships, and more!
ESSENTIAL DUTIES
QUALIFICATIONS
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Executive Assistant • San Diego, California, United States
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