Executive Assistant at SIEGEL GROUP NEVADA INC

Description

The Executive Assistant provides high-level administrative and operational support to the Chief Business Officer ensuring seamless coordination, communication, and execution across multiple business lines and properties. This role requires exceptional organizational skills, confidentiality, professionalism, and the ability to anticipate needs in a fast-paced, entrepreneurial environment.

Key Responsibilities:

Administrative & Executive Support

• Serve as primary point of contact for executive leadership, managing calendars, scheduling meetings, and prioritizing requests.
• Prepare, review, and organize documents, correspondence, presentations, and reports for executive meetings.
• Coordinate travel arrangements, accommodations, and detailed itineraries.
• Manage incoming communications (emails, calls, mail), ensuring timely follow-up and resolution.
• Prepare expense reports and ensure accurate reconciliation of corporate credit card charges.
• Draft, edit, and proofread correspondence, memos, and other communications.

Operational & Project Coordination

• Assist in planning and execution of corporate events, leadership meetings, and brand initiatives.
• Maintain oversight of deadlines, deliverables, and action items across departments.
• Support cross-functional collaboration between HR, Operations, Finance, and Marketing.
• Assist in special projects such as new location openings, company events, and employee programs.
• Maintain organized digital and physical filing systems with a focus on efficiency and confidentiality.

Personal Assistance

• Manage certain personal matters for the executive, including scheduling personal appointments, household/vendor coordination, reservations, and travel logistics.
• Assist with personal purchases, errands, and event coordination as needed.
• Maintain discretion and confidentiality regarding all personal and business affairs.

Confidentiality & Professionalism

• Handle sensitive company and employee information with the utmost discretion.
• Exhibit professionalism and sound judgment when representing The Siegel Group internally and externally.
• Reflect the company’s standards of professionalism and integrity in every engagement.

Qualifications

• Minimum of 5+ years of executive administrative support experience in a corporate or multi-brand organization.
• Proven ability to support senior executives with high attention to detail and strong time management.
• Excellent written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with Paycom, SharePoint, and Adobe tools.
• Strong organizational and prioritization skills; able to manage multiple competing deadlines.
• Professional demeanor, polished communication style, and high emotional intelligence.
• Ability to work independently and maintain confidentiality at all times.

Preferred Experience

• Background in hospitality, retail, or property management environments.
• Experience supporting HR and operational functions, including meeting prep, onboarding coordination, and policy tracking.
• Bachelor’s degree in Business Administration or related field preferred.

Success Factors

• Organization & Time Management: Keeps priorities clear and systems efficient.
• Communication: Demonstrates professionalism and clarity in all interactions.
• Confidentiality: Exercises sound judgment in sensitive situations.
• Initiative: Anticipates needs and proactively supports leadership.
• Adaptability: Thrives in a dynamic, fast-paced corporate setting.