Executive Assistant presso Sandestin Golf and Beach Resort

Picture starting your day surrounded by the beauty of Sandestin Golf & Beach Resort—emerald waters, lush landscapes, and endless energy. In this role, you’ll be at the center of it all: managing finances, supporting exciting development projects, coordinating Foundation events that give back to the community, and ensuring meetings run seamlessly. You’ll also provide personalized executive and family support, from planning special occasions to assisting with day-to-day needs, which means no two days ever look the same. It’s a unique opportunity to blend professional growth with meaningful, hands-on impact—all in one of Florida’s most stunning resort settings.

Job Description:

This role provides high-level administrative, financial, and project support to ensure smooth operations across business, development, and personal needs. The position requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

1. Financial & Reporting

1. Enter, code, and reconcile transactions in QuickBooks accounts.
2. Track invoices, vendor payments, and expenses.
3. Maintain updated proformas and assist in preparing financial summaries.
4. Reconcile P-card and accounts monthly.
5. Provide support with company tax preparation.

2. Project & Development Support

1. Maintain and update site plans, surveys, maps, and development documents.
2. Communicate with engineers, contractors, and architects to gather updates and materials.
3. Prepare materials for development and planning meetings.
4. Follow up with vendors and contractors to ensure project timelines are met.

3. Executive & Meeting Support

1. Manage executive calendars and scheduling.
2. Prepare agendas, documents, and reports ahead of meetings.
3. Coordinate catering, refreshments, and meeting logistics with Food & Beverage.
4. Ensure conference rooms are fully prepared with working technology and supplies.
5. Anticipate executive needs, such as charged devices, setup, and golf cart reservations.

4. Administrative & Records Management

1. Maintain and organize Dropbox files, digital records, and company documents.
2. Update annual reports, operating agreements, and DBA filings.
3. Handle sensitive and confidential information with discretion.

5. Foundation Support

1. Set up and monitor donation boxes throughout the resort.
2. Collect funds, track activity, and send weekly donation reports.
3. Assist with wires, donations, and event-related needs.
4. Collaborate with marketing to gather media releases and prepare event packages.
5. Monitor the Foundation’s email account and respond to requests.
6. Assist with planning and executing Foundation events.

6. Personal Support

1. Assist with event planning and coordination for professional and personal occasions.
2. Schedule personal and family appointments, including medical visits.
3. Provide support with family-related needs as requested.
4. Run errands and manage personal purchases or returns.
5. Make reservations for VIP guests and handle package/mail needs.
6. Provide occasional assistance with pet-related needs during work hours.

Qualifications

1. Proven experience in administrative, accounting, or executive support roles.
2. Strong knowledge of QuickBooks and Microsoft Office Suite.
3. Excellent organizational, communication, and time management skills.
4. Ability to manage multiple priorities and deadlines with accuracy.
5. Discretion and professionalism when handling confidential information.
6. Experience coordinating meetings, events, or projects preferred.

Physical & Work Requirements

1. Prolonged periods of sitting at a desk and working on a computer.
2. Ability to lift up to 20 lbs occasionally (documents, supplies, donation boxes).
3. Flexibility to support occasional after-hours events or personal needs.
4. Must have a valid driver’s license for errands and vendor coordination.

EOE M/D/F/V