Executive Assistant Office Manager

About Us

Our company, the Seattle Hospitality Group (SHG), was founded in 2002 to support the continued prosperity of the PNW region by enabling its best talent, workplaces, and experiences to reach their full potential. SHG invests in iconic PNW brands and is committed to creating signature experiences and meaningful workplaces. With interests in best-in-class hospitality, tourism, and transportation companies across the PNW our portfolio companies include Ethan Stowell Restaurants, Kenmore Air, Pike Brewing Company and MTRWestern. SHG oversees 500+ employees across these companies with revenues totaling over $100 million. We are also affiliated with several iconic attractions in the PNW and Northern CA: the Space Needle, Chihuly Garden and Glass, the Sheraton Grand Seattle, Cedarbrook Lodge, Semiahmoo Resort and the Monterey Marriott in Monterey, CA. When considering new opportunities, we partner with organizations who listen to, understand, and empathize with the needs of our communities to help them shine.

Contribute to SHGs Vision and Mission

Following the same principle when considering investment partners, SHG invests in visionary leaders and passionate teams who create memorable experiences that enrich the lives of people and communities in the PNW. The leadership team at SHG holds themselves accountable in putting their people first. We believe that if we take care of and remain in service to our employees, they will take care of our partners and customers, who will take care of the bottom line. SHG welcomes partners into an inclusive and collaborative network of talent, building a culture of belonging.

Our Culture is Driven by Strong Core Values

SHGs values help guide and inform our key strategic decisions:

● Drive internal alignment around a shared purpose

● Recruit and retain the best talent with our values-led culture

● Attract and vet investment and sale opportunities to optimize our portfolio

What is the Role

SHG is a small team with the culture of a startup but the stability and consistency of a large company. It’s the best of both worlds! Our team is small (currently less than 10 people), focused on fostering an innovative, service-oriented, and engaging culture where relationships with all of our stakeholders matter just as much as the work we are doing.

We are seeking a strong partner to administer the essential activities of our office and provide executive assistant support to our executive leadership team and, when needed, our portfolio partners. In this capacity this individual will partner with the Personal Assistant to SHGs Chairman/Founder, providing backup support when needed and serving as a liaison between the Chairman/Founder, senior leaders, and executive teams of our affiliate companies. This role reports to SHGs Chief People & Culture Officer.

This position requires someone who is extremely well-organized, efficient, and effective. The role requires someone who is highly skilled in calendar management, event coordination and planning, and travel. The ideal candidate will be a creative and results-driven thinker, excellent problem solver, possess polished interpersonal skills and serve as the central contact for business communications.

What You Bring

An experienced Executive Assistant who has demonstrated skills, traits, and abilities in the following:

· Excellent interpersonal skills, with the ability to communicate confidently and discreetly while building and managing relationships.

· Confidence with strong executive presence and ability to remain calm under pressure.

· Strong problem-solving skills, decision-making capability, and a learning mindset.

· Robust organizational skills and excellent attention-to-detail, with an ability to prioritize multiple tasks.

· Superior calendar management experience.

· Excellent written and verbal communication skills.

· An ability to manage confidential information with discretion, be adaptable to various competing priorities, and demonstrate the highest level of service and response.

· Tech knowledge – experienced with standard productivity platforms such as MS Office Suite, Zoom, Google Docs, etc. and using internet navigation for research.

· Strong track record of a service/hospitality mindset.

· Travel management experience, including knowledge of booking, holds, restrictions, when to use miles, ground transportation and an understanding of travel nuances.

· College degree/studies and at least 5 years’ experience providing administrative support to C-suite executives, or equivalent combination of education and experience.

· At least 5 years’ experience in office management.

What You Will Do

This role is essential to our office, essential to our success. We are excited about our future, and if you are the person we are looking for, we are excited to share it with you. You will be the backbone of the function, ensuring the SHG team has what they need to seamlessly serve the needs of our key stakeholders and meet their internal commitments and goals. Anticipating the needs of your customers, looking ahead, and preventing issues from arising is the “special sauce” you bring to our group. This position is centered on delivering best-in-class hospitality to all in which we serve.

Understand and facilitate the implementation of a smooth and productive rhythm of business (ROB) of the SHG offices (located in downtown Seattle), while proactively acting on the daily office business cadence. Create, build, and adjust plans within areas of responsibility in partnership with Founder/Chairman and senior leaders. Execute meeting cadence around the ROB of the Founder/Chairman and senior leaders. Use discretion to determine a distribution plan for confidential internal and external communications and bring awareness to patterns. Support continual implementation and flexibility of the ROB by partnering with Founder/Chairman and senior leaders and gathering feedback.

Provide strategic calendar management and time planning support for senior leaders. Align calendars based on knowledge of leaders’ preferences and operating styles. Ensure preparation of meeting setting and participant attendance, involving appropriate stakeholders in planning & logistics. Gather, prepare, and provide meeting materials. Collaborate with leaders to enable decision making processes. Engage

with leaders and stakeholders/business partners to cascade information as needed. May attend meetings and/or ensure follow-up as needed. Manage ambiguous situations.

Serve as a liaison between Founder/Chairman, senior leaders, and executive teams of our affiliate companies. Gather information from stakeholders across affiliate companies to prepare and distribute information as needed. Communicate with external partners/audiences and third parties.

The day-to-day involves scheduling meetings, greeting visitors, answering incoming phone calls. You will oversee the operations of office facilities and equipment. Maintain general office files, including job files, vendor files, and other files related to the company’s operations. Purchase office supplies, furniture and equipment and maintain proper stock levels. Perform bookkeeping tasks, budget tracking, expense tracking, and other relevant duties as needed. Pick up coffee and lunch for the Founder/Chairman.

Maintain and manage up-to-date office management processes and team spaces (e.g., office locations/desk assignments, private conference rooms, remote/location status). Collaborate with others to design and plan room layouts, including furniture, technology, and equipment needs/assembly.

Own the coordination, organization, and execution of all administrative duties for SHG events. Proactively drive actions needed to ensure event outcomes (e.g., develop comprehensive project plans including checkpoints with key stakeholders leading up to an event. Act as a point of contact for events.

Participate in discretionary budget tracking and reporting. Administer SHGs expense management policy, process, and reporting. Ensure compliance with expense documentation (e.g., purchase orders, receipts). Contribute to and oversee planning, tracking, maintenance, and adjustment of equipment and inventory. Perform vendor and supplier management.

Manage travel arrangements for senior leaders and/or group events. Create itineraries and build agendas for activities. Set and manage travel expectations to maximize trip productivity and manage costs.

Own onboarding activities (e.g., order new-hire equipment, set up workstations, business cards, etc.) and provide support to new employees and vendors as an essential contact for questions and company information. Partner with Founder/Chairman’s personal assistant and provide back-up support as needed. Build relationships with leaders of our affiliate companies and key members of their teams to serve as liaison between their executive teams and SHG leadership team as needed.

What We Require

COVID vaccinations required

Candidate must successfully pass a background check

Candidate will be required to sign a Non-Disclosure/Confidentiality Agreement

What We Offer

A values-based culture, competitive pay, comprehensive benefits, paid time off, and a flexible work environment.

We have a strong hospitality ethos; your contributions and engagement will directly link to our success. We embrace diversity and equal opportunity and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be for it.