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Administrative Assistant
Administrative AssistantMaya Hotels • Charlotte, NC, US
Administrative Assistant

Administrative Assistant

Maya Hotels • Charlotte, NC, US
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Administrative Assistant

Join Maya Hotels and Take the Next Step in Your Career!

Are you an efficient and results-oriented professional with a passion for hospitality? At Maya Hotels, we are seeking an Administrative Assistant to provide administrative support to the Co-CEO's and the VP of Operations when needed. This is a fantastic opportunity to gain invaluable experience supporting top leadership in a dynamic environment. If you thrive in a fast-paced environment and enjoy working with top hospitality brands, this is the opportunity for you!

Maya Hotels is a leading name in the hospitality industry, dedicated to providing exceptional guest experience. We are proud to represent multiple outstanding brands including Holiday Inn Express, Candlewood Suites, Avid Hotel, Tru, Hilton Garden Inn, Hampton Inn and Aloft. Our commitment to excellence, coupled with our friendly and welcoming atmosphere, sets us apart in the market.

What We Offer :

  • Medical, Dental and Vision Insurance.
  • 100% Employer Paid Life Insurance.
  • Voluntary Life and AD&D, STD, Accident and Critical Illness Insurance.
  • Retirement Savings : 401K with Employer Contribution.
  • Employee Perks : Employee Referral Program, hotel discounts, and more!
  • Work-Life Balance : Paid Time Off (PTO).
  • Competitive salary and performance-based bonuses.
  • Career growth opportunities within the Maya Hotels family.
  • A supportive and friendly work environment.
  • The chance to work with ten well-respected hotel brands.

Job Description :

Essential Duties and Responsibilities :

Executives & Office Support :

  • Manage executive calendars and schedule meetings with internal and external stakeholders.
  • Coordinate all travel logistics, including booking flights, hotels, car rentals, and preparing detailed itineraries.
  • Draft and manage email communications on behalf of the CEO and President when appropriate.
  • Run personal and professional errands to help optimize executive productivity.
  • Maintain physical and digital organization of executive offices and files.
  • Ensure meeting materials, presentations, and reports are prepared in advance.

    • Project & Task Coordination :

  • Maintain an executive dashboard of deliverables, deadlines, and priorities.
  • Support coordination of special initiatives with HR, Accounting, Operations, and other departments.
  • Organize and manage internal and external correspondence and documentation.
  • Assist with light project management and follow-up tasks during executive travel.
  • Help gather data, prepare updates, and support internal communications for department-level projects.

    • When Executives are traveling :

  • Provide day-to-day support to the VP of Operations, including meeting scheduling, follow-ups, and urgent coordination.
  • Respond to escalations from team members and field operations, ensuring timely resolution.
  • Support continuity by anticipating needs and ensuring communication channels remain open and efficient.

    • Professionalism & Confidentiality :

  • Maintain strict confidentiality regarding sensitive company and personnel information.
  • Follow Maya Hotels' Grooming Policy and maintain a professional appearance a smile is considered part of the uniform.
  • Represent the executive office with poise and professionalism in all internal and external interactions.
  • Comply with all Maya Hotels policies, procedures, and the Code of Ethics.

    • Education, Skills and Abilities :

  • Education : Associate's degree or related experience required.
  • Experience : 2+ years in administrative support roles preferred, hospitality industry preferred but not required.
  • Technical Skills : Proficiency in Microsoft Office (e.g., Excel, Word) and Google Workspace. Experience with task / project management tools (e.g., Asana, Trello) is a plus, not required. Willingness to learn new software(s).
  • Detail-Oriented & Organized : Strong organizational skills with the ability to multitask and manage priorities effectively.
  • Communication & Collaboration : Strong interpersonal and teamwork skills to coordinate across executives. Excellent written and verbal communication skills.
  • Self-Motivated & Driven : Ability to anticipate needs proactively. Self-motivated, and problem-solving abilities.
  • Confidentiality : Ability to handle sensitive information with discretion and integrity.

    • Physical Requirements :

  • Ability to sit for extended periods of time.
  • Frequent use of hands for typing, writing, and handling office equipment.
  • Occasionally lifting items up to 20lbs.
  • Comfortable working in an office setting with extended screen time.
  • Occasionally hotel-location based work depending on project needs and schedules of executives.

    • Ready to Join the Team?

    Apply today by submitting your resume detailing your relevant experience to show us why you're the perfect fit for Maya Hotels. We look forward to welcoming you to the Maya Hotels Family!

    This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any others job related duties assigned by their supervisor.

    We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Qualified individuals with disabilities who require reasonable accommodation to perform the essential functions of the job should contact the Human Resources department.

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