EXECUTIVE ADMIN ASST

Executive Administrative Assistant

Department: Executive Office

Reports To: General Manager

Classification: Hourly / Non-Exempt

Location: San Francisco

Position Summary

The Executive Administrative Assistant provides high-level administrative and organizational support to the General Manager and Executive Committee. This position plays an important role in ensuring the Executive Office operates efficiently, professionally, and with a high level of confidentiality.

The Executive Administrative Assistant coordinates meetings and communications, maintains executive schedules and records, prepares correspondence and reports, and assists with hotel-wide administrative projects. This role requires strong organization, discretion, follow-through, and the ability to work effectively with leaders, Hoteliers, guests, ownership representatives, and external business partners.

Essential Duties & Responsibilities

Executive & Administrative Support

• Provide direct administrative support to the General Manager and Executive Committee.
• Manage the General Manager's calendar, appointments, meetings, and scheduling priorities.
• Coordinate Executive Committee and leadership meetings, including agendas, meeting materials, attendance, and follow-up.
• Prepare correspondence, presentations, reports, spreadsheets, and other executive documents.
• Take and distribute meeting notes and track action items to ensure appropriate follow-up.
• Maintain organized and confidential Executive Office files and records.
• Screen and appropriately direct telephone calls, correspondence, requests, and inquiries.
• Coordinate signatures, approvals, documents, and other materials requiring executive review.
• Assist with special projects and assignments as directed by the General Manager.

Hotel & Leadership Support

• Serve as an administrative liaison between the Executive Office and hotel departments.
• Assist in coordinating hotel-wide meetings, leadership activities, recognition events, and special programs.
• Support communication and follow-up on operational priorities and initiatives.
• Maintain leadership calendars, meeting schedules, distribution lists, and other administrative resources.
• Coordinate executive visits, ownership visits, VIP arrangements, and other special activities as requested.
• Work collaboratively with Human Resources and other departments on hotel-wide communications and initiatives.
• Assist department leaders with Executive Office-related administrative needs when appropriate.

Communication & Guest Service

• Represent the Executive Office in a professional, polished, and welcoming manner.
• Respond to inquiries with professionalism, discretion, and appropriate urgency.
• Maintain positive working relationships with Hoteliers at all levels of the organization.
• Interact professionally with guests, vendors, business partners, ownership representatives, and other external contacts.
• Handle sensitive and confidential information with the highest level of discretion.

Qualifications

• Previous administrative or executive support experience required; hospitality experience preferred.
• Experience supporting senior executives or multiple leaders strongly preferred.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities, deadlines, and changing business needs.
• Strong judgment and ability to handle confidential and sensitive information.
• Professional demeanor and strong interpersonal skills.
• Demonstrated initiative, ownership, accountability, and follow-through.
• Ability to work independently while maintaining strong communication with leadership.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other standard business applications.
• Ability to learn and effectively use hotel systems and technology.

Core Competencies

Accountability & Ownership

Takes responsibility for assignments and follows through on commitments with minimal supervision.

Organization & Attention to Detail

Maintains accurate records, manages competing priorities, and ensures work is completed thoroughly and on time.

Communication

Communicates professionally, clearly, and respectfully with executives, Hoteliers, guests, and business partners.

Confidentiality & Judgment

Exercises discretion and sound judgment when handling sensitive information involving business, employees, guests, and executives.

Initiative & Follow-Through

Anticipates needs, identifies next steps, and proactively follows up to ensure assignments are completed.

Collaboration

Builds positive relationships across departments and supports a culture of teamwork and mutual support.

Service Excellence

Demonstrates a genuine commitment to luxury hospitality and provides professional, thoughtful service in every interaction.

Work Environment & Expectations

• Maintain a professional appearance consistent with the standards of a luxury hotel.
• Regularly work onsite during scheduled working hours. Schedule flexibility may occasionally be required based on business and Executive Office needs.
• Accurately record all hours worked and comply with Hotel timekeeping, meal and rest period, and overtime policies.
• Obtain appropriate authorization before working overtime or performing work outside of scheduled working hours.
• Maintain strict confidentiality regarding hotel operations, financial information, personnel matters, guest information, and executive communications.
• Demonstrate professionalism, reliability, good judgment, and a positive approach when working with others.
• Support the Hotel's culture of service, ownership, accountability, teamwork, and respect.

Physical Requirements

The physical requirements described here are representative of those required to successfully perform the essential functions of the position.

• Ability to sit and work at a computer for extended periods.
• Ability to stand and walk throughout the Hotel as needed.
• Ability to occasionally lift and carry office materials and supplies.
• Ability to perform standard administrative and office-related functions.

Other Duties

This job description is intended to describe the general nature and level of work performed by the Executive Administrative Assistant. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Responsibilities may be modified, and additional duties may be assigned based on the operational needs of the Hotel.

Hotel Nikko San Francisco is a luxury property located just off Union Square in downtown San Francisco, with 532 guest rooms and suites, 22,000 square feet of meeting and banquet room space, and five food & beverage outlets: 24-hour Room Service, ANZU Restaurant and Lounge, Kanpai Lounge, Imperial Lounge, and Feinstein's at the Nikko.

Our culture is based on five Core Values: Service, Collaboration, Credibility, Achievement, and Fun, and we are seeking candidates who can deliver the Nikko tradition of outstanding customer service and help us fulfill our Mission of creating "Fantastic Memories" (Subarashii Omoide) to our external and internal guests.

Consistently ranked as a "Best Place to Work" and "Best and Brightest Companies to Work For" in the SF Bay Area, Hotel Nikko San Francisco offers competitive salaries, a fun and rewarding work environment, and outstanding benefits which includes:

Hourly Full-Time Benefits:

Hotel Nikko San Francisco Employee Perks: