Benefits:

401(k)

401(k) matching

Dental insurance

Health insurance

Opportunity for advancement

Paid time off

Vision insurance

Executive Assistant

Reports To: Director of Operations

Schedule: Monday – Friday, 9:00 AM – 5:00 PM (Weekend and holiday availability is required as part of this position. Scheduling needs may vary based on business demands.)

Position Summary

Golden Swan Management is seeking a highly organized, detail-oriented Executive Assistant to support the Director of Operations in the day-to-day management of our growing vacation rental portfolio and related businesses. This individual will serve as the operational backbone of the organization by coordinating tasks, managing communications, supporting property operations, tracking projects, and ensuring accountability across departments.

The ideal candidate is proactive, tech-savvy, highly organized, and thrives in a fast-paced environment where priorities can shift quickly.

Primary Responsibilities

Administrative & Executive Support

Manage calendars, meetings, and scheduling for leadership team members

Organize and maintain company documents, files, and procedures

Prepare reports, spreadsheets, presentations, and meeting agendas

Track projects and ensure deadlines are met

Follow up with team members, vendors, and partners regarding outstanding tasks

Assist with special projects and business initiatives

Property Operations Support

Audit and manage tasks daily

Create, assign, and monitor maintenance and operational tasks

Follow up with vendors and staff to ensure work is completed properly and on time

Schedule maintenance vendors and service providers

Assist with invoice collection and processing

Support property inspections and operational quality assurance efforts

Help ensure properties are clean, maintained, and guest-ready

Guest & Owner Communication Support

Assist with guest communication coverage as needed

Handle non-escalated guest concerns and inquiries

Support owner communications and follow-up requests

Maintain accurate records of owner communications and requests

Qualifications

Highly organized with exceptional attention to detail

Strong written and verbal communication skills

Ability to manage multiple projects simultaneously

Comfortable learning and utilizing technology platforms

Proficient in Google Workspace (Docs, Sheets, Drive)

Experience with project management or task management software preferred

Customer service, hospitality, property management, or administrative experience preferred

Self-starter who can work independently with minimal supervision

Preferred Skills

Experience with hospitality platforms

Experience coordinating vendors and maintenance projects

Process documentation and workflow development experience