Executive Assistant - Atlantic Oceanside Hotel and Event Center chez Witham Family Hotels

Are you a highly organized professional with strong communication skills and a passion for supporting leadership teams? We’re seeking a Full-Time, Year-Round Executive Assistant to provide high-level administrative, operational, and employee support to the General Manager of the Atlantic Oceanside Hotel and Event Center.

This role is a vital internal support position that ensures the smooth operation of the property by managing staff-related processes, coordinating departmental communications, and assisting leadership with logistical and administrative tasks. While primarily non-guest-facing, the Executive Assistant serves as a key internal liaison across departments and properties.

This position offers year-round stability, 40 hours per week, and competitive pay in a dynamic, professional environment.

At Witham Family Hotels, we are dedicated to creating unforgettable experiences for our guests while fostering a family-like environment for our team. Proudly recognized as one of the Best Places to Work in Maine since 2022 and an Inclusive Workplace, we uphold our core values of kindness, respect, inclusion, empowerment, excellence, integrity, and family.

We are an equal opportunity employer, and we believe our strength lies in our differences.

What You May Not Know Is That We Also Offer Amazing Benefits and Perks:

• Paid Time Off (PTO): Earned leave for vacation, sick time, and personal needs.

• Medical, Dental, and Vision Insurance: Comprehensive plans to support your health and wellness.

• Teladoc Virtual Care: Access medical experts 24/7 for a $30 monthly charge. Family members may be added for an additional cost.

• Heating savings program in partnership with Irving and Dead River—save on heating oil and propane.

• Core Values Program: Earn points for branded swag!

• Referral Bonus: Up to $1,000 per new full-time employee you refer.

• Discounts on hotel stays, dining, and spa services at our properties and selected New England Inns & Resorts collection hotels.

• Employee Recognition Programs

• Employee Assistance Program (EAP): Free and anonymous counseling services.

• Employee Relief Fund: Financial support for unexpected situations, mostly funded by our awesome teammates!

• Annual Flu Shot Clinic

• Witham Family Hotels Gala: An annual event that recognizes YOU!

• Be part of a company that gives back—The Witham Family Hotels Charitable Fund has donated over a million dollars to local organizations.

Key Responsibilities:

Administrative & Operational Support

• Coordinate the onboarding process for all new staff members, ensuring documentation, orientation, and systems access are complete.

• Respond to employee payroll questions and liaise with payroll or HR when needed.

• Assist with placing internal orders and tracking fulfillment for departmental needs.

• Maintain and manage property-wide administrative spreadsheets, including:

  • H-2B visa tracking and planning for onboarding and departures

  • Donation certificate logs

  • Guest activity planning

  • Internal communications records

• Support coordination of recurring processes such as staff surveys, training deadlines, and calendar-based compliance items.

Executive Support

• Assist the General Manager with administrative tasks such as:

  • Reconciling company credit card statements and expense documentation

  • Coordinating meetings, meeting locations, and follow-up communications

  • Preparing materials and assisting with planning for leadership meetings or property visits.

Employee Engagement & Support

• Help plan, set up, and communicate internal staff events and recognition efforts.

Reporting Structure:

• Reports directly to the General Manager of the Atlantic Oceanside Hotel and Event Center.

• Functionally supports the General Managers.

• Collaborates closely with Human Resources and department heads.

Position Scope:

• Internally focused role with minimal guest-facing responsibilities.

• Requires exceptional organizational skills, clear communication, and the ability to navigate multi-departmental environments with discretion and professionalism.

Performance Measurement:

90-day performance review, accuracy and timeliness of administrative tasks, communication effectiveness, and leadership support outcomes.

If you’re an organized, detail-oriented professional looking for a rewarding, year-round opportunity in a supportive and professional environment, apply today to become the next Executive Assistant at the Atlantic Oceanside Hotel & Event Center!