Executive Administrator

Position Overview: Executive Administrator

The Executive Administrator is responsible for providing comprehensive administrative and marketing support to the General Manager (GM) and Senior Leadership Team (SLT). This role ensures the smooth coordination of projects and initiatives across the Ranch and requires exceptional written and organizational skills, attention to detail, and the ability to manage multiple priorities and deadlines.

Key Responsibilities

• Marketing Support

o Collaborate with the Director of Sales/Marketing on digital marketing initiatives, including website updates, social media, and promotional projects.

o Assist in managing online presence, including monitoring and responding to reviews on platforms like Google, TripAdvisor, and Yelp.

o Contribute to the creation of marketing materials, such as brochures and newsletters, and ensure alignment with the Ranch’s branding.

• Administrative Support to Leadership

o Serve as a primary support to the GM and SLT, managing schedules, coordinating meetings, and maintaining accurate corporate records.

o Act as a liaison between management and employees, ensuring open and effective communication.

o Greet clients, guests, and members with professionalism, fostering a welcoming environment and positive client relations.

o Handle incoming calls, emails, and correspondence in a courteous and professional manner, taking detailed messages and managing follow-up as needed.

• Project and Relationship Management

o Coordinate and oversee SLT projects, ensuring timely completion and effective communication with business partners.

o Support internal and external relationships through regular, professional contact with key stakeholders.

o Facilitate VIP guest arrivals, assist with guest survey follow-ups, and draft correspondence to guests as necessary.

• Content and Communication Management

o Maintain the Ranch’s “voice” across all written communications, including proofreading printed and digital materials.

o Manage and update content for the Ranch website, social media platforms, and other digital channels as needed.

o Compile and distribute the weekly leadership schedule and meeting agendas and take meeting minutes for SLT meetings.

• Event and Calendar Management

o Assist with the compilation and periodic updating of the annual member calendar, guest compendiums, and Ranch brochures.

o Track SLT PTO on a shared calendar and maintain the member recognition tree and loyalty programs.

•Operational and Technical Support

o Process travel arrangements, expense reports, invoices, and supply orders with proper coding and required approvals.

o Oversee after-hours service coordination via AnswerConnect and maintain current email contact lists with the IT department.

o Provide hands-on assistance to other departments during peak times occasionally, such as guest services, housekeeping, and events, as needed.

Qualifications

• Experience: 3+ years in an administrative role, preferably in a hospitality or service-oriented industry.

• Technical Skills: Proficiency in Microsoft 365 (Outlook, Word, Excel, SharePoint/OneDrive); experience with Canva, Microsoft Publisher, Adobe, Oracle OperaCloud, and Simphony a plus.

• Organizational Skills: Strong attention to detail with the ability to multitask and meet tight deadlines.

• Communication Skills: Excellent verbal and written communication abilities with strong customer service orientation.

• Professionalism: Maintains high standards in personal presentation, ethics, and confidentiality.

This role requires flexibility, adaptability, and a commitment to maintaining the Ranch’s high standards of service and professionalism in all aspects of the job.