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About the Role

The Executive Administrative Assistant provides high-level administrative and organizational support to the General Manager and Executive Committee, ensuring the Executive Office operates efficiently, professionally, and with a high level of confidentiality. This role requires strong organization, discretion, follow-through, and the ability to work effectively with leaders, Hoteliers, guests, ownership representatives, and external business partners.

Responsibilities

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.
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.
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.

Requirements

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.
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.
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.

Skills

Microsoft Outlook
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Microsoft Teams
Organization
Attention to detail
Communication
Discretion
Follow-through
Judgment
Interpersonal skills
Initiative
Ownership
Accountability
Collaboration
Service Excellence

Location

San Francisco, CA 94102

Work Type

Full-Time
Onsite

Experience Level

Previous administrative or executive support experience required
Hospitality experience preferred
Experience supporting senior executives or multiple leaders strongly preferred

Salary/Compensations

$35.00 - $45.00 Hourly

Benefits

Zero-deductible Medical Plan
Pre-Tax Commuter Benefits
Dental
PTO
Vision
Floating Holidays
Chiropractic and Acupuncture Services
Birthday Pay
Short-Term Disability
401K Matching Program
Life Insurance
2% Company Profit Sharing
Flexible Spending Account (FSA)
Employee Assistance Program (EAP)
Friends & Family Rates at Nikko/Okura Hotels
Reciprocity Rates at Participating Hotels
Employee Discounts in ANZU and Feinstein’s at the Nikko
Travel Assistance through Mutual of Omaha
Free Employee Dining Room Meals
Free Uniform Laundry
Locker Room with Showers
Employee Computer Access for Web Browsing and Printing
Fitness/Gym Reimbursement
Employee Job Referral Program
Employee Recognition Programs and Employee Appreciation Events
Discounts on Offsite Parking
Discounts on Personal Dry Cleaning & Laundry
Discounts on AT&T Cellphone Plan
Discounts on Movie Tickets
Discounts on Amusement Park Tickets
Discounts on Work Safety Shoes

About the Company

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.
Our culture is based on five Core Values: Service, Collaboration, Credibility, Achievement, and Fun.
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.