Executive Admin Assistant

Pay rate: $18/ hour – Use our Daily Pay benefit and get access to your pay as you need it.

Westgate Resorts provides a diverse range of vacation experiences. From sandy beaches on the Atlantic Ocean to snow-covered Utah mountains, families can affordably experience the country's most desirable vacation destinations. A world leader in the timeshare and hospitality industry, Westgate has resorts in Florida, Tennessee, South Carolina, Missouri, Utah, Nevada, and Arizona. Westgate meets every vacation expectation, for every family, for every budget. As we continue growing, we will continue offering the best and most-affordable vacation options out there.

The Executive Administrative Assistant will play a key role in ensuring the smooth functioning of the executive office at our commercial laundry facility by managing schedules, coordinating meetings, handling confidential information, and facilitating effective communication. This role contributes directly to the overall efficiency and productivity of the organization through proactive and professional administrative support.

As an Executive Administrative Assistant, you will:

• Coordinate and manage executives’ calendars, including scheduling appointments, meetings, and travel arrangements
• Prioritize and organize daily schedules to optimize time management
• Serve as the primary point of contact for internal and external stakeholders, screening and managing communications on behalf of executives
• Draft, proofread, and edit correspondence, emails, and business documents
• Arrange and coordinate meetings, conferences, and events, ensuring all logistics are organized
• Prepare meeting agendas, materials, and take minutes as required
• Coordinate travel plans, including flights, accommodations, and ground transportation
• Create detailed travel itineraries for business trips
• Organize and maintain physical and electronic files with strict confidentiality
• Prepare and format reports, presentations, and documents
• Process expense reports, invoices, and support general office management
• Act as a liaison between the executive team and other departments
• Maintain a high level of confidentiality with sensitive information
• Anticipate challenges and proactively resolve administrative issues
• Assist with special projects and initiatives, including travel as required for event fulfillment
• Perform other duties as assigned

To excel in this role, you must embody our core values of integrity, passion, and a strong work ethic. These values are essential to our success, and we are looking for someone who shares our commitment.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Additionally, the individual must possess and adhere to the following core company values: Integrity, Passion, and Work Ethic.

What You Will Bring as an Executive Admin:

• A Perfectionist’s Execution: Keen attention to detail with the ability to track and manage multiple complex projects simultaneously with a high degree of quality and consistency.
• Advanced Technical Proficiency: Skilled in the operation of modern office equipment and expert-level use of Microsoft Office (Outlook, Word, Excel, PowerPoint, Project, and Visio).
• Systems Knowledge: Familiarity with SharePoint, Oracle Fusion, and ADP is preferred; ability to master new data entry and systems quickly.
• Project Leadership: Demonstrated ability to coordinate and facilitate large administrative projects and meetings, ensuring all strict deadlines are met.
• Professional Diplomacy: Excellent judgment and discretion when handling confidential information; ease in "managing up" and collaborating with team members at all levels.
• Dynamic Communication: Superior verbal and written communication skills, including the ability to proof text and numerical entries and present information effectively to upper management.
• Adaptability: A proactive, service-oriented, and easy-going personality with the ability to act efficiently on last-minute projects and remain calm under pressure.
• Financial Literacy: Familiarity working with organizational budgets and the ability to apply mathematical concepts (fractions, percentages, and ratios) to practical situations.

Requirements:

• Experience: Minimum of 5 years of stable experience in an Office Management or Executive Assistant role.
• Education: High School Diploma/GED and an Associate’s Degree are required (Bachelor’s degree preferred).
• Industry Knowledge: Knowledge of Timeshare, hospitality, tourism, or construction is a plus.
• Licensure: Must possess a valid Florida Driver’s License.
• Analytical Ability: Strong reasoning skills to define problems, collect data, establish facts, and draw valid conclusions.
• Physical Demands: Ability to sit for extended periods, use hands for fine motor tasks, and occasionally lift or move up to 50 lbs.
• Eligibility: Must provide proof of eligibility to work in the United States and pass all required pre-employment screenings.

Why Westgate?

• Comprehensive health benefits – medical, dental and vision
• Paid Time Off (PTO) – vacation, sick, and personal
• Paid Holidays
• 401K with generous company match
• Get access to your pay as you need it with our Daily Pay benefit
• Family benefits including pregnancy, and parental leave and adoption assistance
• Wellness Programs
• Flexible Spending Accounts
• Tuition Assistance
• Military Leave
• Employee Assistance Program (EAP)
• Life, Disability, Accident, Critical Illness & Hospital Insurance
• Pet Insurance
• Exclusive discounts for Team Member (i.e., hotels, cruise, resorts, restaurants, entertainment, etc.) 
• Advancement & development opportunities
• Community Involvement Programs

Westgate Resorts is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status or any other protected status under federal, state or local law. If you have a disability and believe you need a reasonable accommodation in order to complete your application or any part of the recruiting process, please email [email protected] with the job title and the location of the position for which you are applying.

This job posting is intended to provide a general overview of the position and may not include every responsibility, duty, or qualification required. Duties, responsibilities, and activities may change at any time with or without notice.