Executive Admin Assistant Jobs

Company Description

ABOUT WESTGATE RESORTS

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!

Are you an experienced professional Executive Assistant who is calm-under-pressure and looking for your next challenge? Is your work ethic unparalleled? Are you customer centric and driven by passion, integrity, and a love for constant learning. Do you enjoy assisting with projects, tracking updates and timelines, collaborating with others, and seeing tasks through to completion? Are you a wiz at Microsoft office products and thrive in learning new systems and reporting tools. Do you have a positive, can-do attitude? Do you dislike office drama but love to have fun?

If you answered yes to these questions, then please consider being a part of Westgate Resorts Talent Acquisition team by supporting our fast-paced and dynamic department, directly assisting, and reporting into VP Talent Acquisition. Expect constant shifts in priorities, tight deadlines, and a flurry of excitement and fun in your day-to-day tasks.

Job Summary

Executive Assistant (EA) reports to the VP Talent Acquisition and is responsible for handling the administrative, operational, and logistical needs of VP and their direct reports as needed. The Executive Assistant is also responsible for maintaining organization within the TA team ensuring that leaders have all necessary resources and support for successful trips, meetings, projects, and events.

The Executive Assistant is a member of the TA Leadership team that is skilled at navigating a matrix organization and using appropriate interpersonal styles to build and maintain relationships with individuals at different levels within and outside the organization. The EA is self-motivated, enjoys helping and meeting the demands of others and is comfortable working under pressure and time constraints with changing priorities. EA will be an effective communicator and is a positive and driven individual whose personal values match Westgate’s values of Integrity, Passion, and Work Ethic.

Essential Duties And Responsibilities

• Plan, manage, and maintain budget for TA events
• Order all teams and office supplies and monitor inventory
• Manage Fusion/Oracle for TA invoices and purchase orders
• Maintain information databases and organizational charts for TA departments
• Timely response and appropriate follow up on phone messages and emails
• Plans and organizes meetings/appointments/conferences/summits; creates meeting agendas and records meeting minutes
• Hosts guests, vendor, and business partners; arrange and conduct tours as needed
• Manage trip travel bookings and expenses for TA team and coordinate hotel and travel arrangements for out-of-town VIP and senior leaders
• Support leadership with Team Member Recognition and surveys
• Prioritize daily tasks and coordinating meetings/appointments
• Create and manage expense reports and allocate departmental expenses appropriately
• Assist with approving or denying expense reports
• Manage time and attendance for TA team members
• Support TMS Ambassador with Ocoee events and other needs
• Other duties as assigned
• Assist with ADP, Tableau and SmartRecruiters audits as required
• Provide general administrative support such as handling the mail, received orders, screening, and directing calls/emails, managing calendars, making travel arrangements, and other tasks
• Attend TA business meetings and TA functions as necessary to support Leadership Team and represent Westgate

Qualifications

Experience:

• Highly proficient with Microsoft Office Suite, specifically Teams, Outlook, Excel, PowerPoint, and Word
• Minimum Five (5) years’ experience in a professional office setting supporting executive level leadership
• Hospitality or similar customer centric industries highly preferred
• Minimum Three (3) years’ as an Executive Assistant, Program Manager, Office Manager or similar roles
• Intermediate proficiency with Visio, SharePoint, MS Forms. Tableau and SmartRecruiters a plus but not required.
• Previous experience in Talent Acquisition is highly preferred but not required
• Strong understanding working in a fast paced and matrix corporate environment.

Education & Certifications:

• Bachelor’s Degree in Business, and/or Administrative Management preferred. Experience in lieu of a degree may be considered.

Skills/Knowledge:

• Proficiency in written English with strong grammar skills is a prerequisite.
• May be required to assist weeknights for urgent and priority matters only
• Demonstrates strong work ethic, specifically areas of attendance and punctuality
• Time and organizational management skills when dealing with constant time sensitive and last-minute requests
• Able to work flexible hours and be available for an emergency response on short notice
• Strong attention to detail and ability to multitask and remain calm under pressure
• Proven experience handling and maintaining confident matters
• Professional and friendly demeanor

Travel:

• Local travel may be required to assist with hiring events and other business needs

Additional Information

Why Westgate?

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

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.