Executive Assistant - Temporary Assignment

Reporting to the General Manager, responsibilities and essential job functions include, but are not limited to:

• Coordinate and support special guest requests, VIP arrangements, and “Make Special Happen” moments in collaboration with departments
• Serve as the primary administrative partner to the General Manager & Hotel Manager, ensuring the efficient day-to-day operation of the Executive Office

• Personally greet and engage internal and external guests, offering a warm welcome, addressing inquiries, and ensuring seamless redirection when needed
• Act as a key point of contact for guest inquiries and concerns directed to the Executive Office; support timely, thoughtful, and personalized responses
• Partner with operational leaders to support guest recovery efforts, follow up on service opportunities, and help ensure resolution aligns with Fairmont standards
• Support guest experience initiatives by tracking, auditing, and following up on guest feedback (e.g., reviews, surveys, direct communications) to ensure accountability and continuous improvement
• Manage, prioritize, and coordinate all communications, including telephone calls, correspondence, and executive-level inquiries with professionalism and discretion
• Coordinate complex calendars, meetings, and appointments; prepare agendas, materials, and briefing notes as required
• Prepare, proofread, and manage confidential correspondence, reports, and presentations on behalf of the General Manager
• Maintain organized and confidential filing systems for correspondence, policies, standards, and sensitive matters
• Record, transcribe, and distribute meeting minutes, ensuring clear documentation and follow-up on action items
• Support cross-functional initiatives and special projects, ensuring timely execution and alignment across departments
• Maintain office operations, including supply management and administrative systems
• Uphold all departmental policies, procedures, and safety standards
• Consistently demonstrate professional, friendly, and engaging service in all interactions
• Perform other duties as assigned

• Previous experience in an administrative or executive support role required
• Previous hotel or hospitality experience strongly preferred
• Demonstrated ability to handle sensitive and confidential information with discretion
• Strong organizational skills with the ability to prioritize in a fast-paced, dynamic environment
• Strong written communication skills with the ability to craft professional, thoughtful, and guest-centric correspondence in a timely manner
• Exceptional interpersonal and communication skills, with a guest-focused mindset
• Proven ability to problem-solve, think critically, and support resolution of complex situations
• Proficiency in Microsoft Office applications required
• University/College degree in a related discipline an asset
• Highly responsible, reliable, and detail-oriented
• Ability to work cohesively as part of a team while also operating independently
• Ability to remain calm, professional, and solution-oriented under pressure

Must have proof of eligibility to work in the United States.

We are an inclusive company and our ambition is to attract, recruit and promote diverse talent. Fairmont San Francisco is an Equal Employment Opportunity Employer EEOE M/F/V/D

• Previous experience in an administrative or executive support role required
• Previous hotel or hospitality experience strongly preferred
• Demonstrated ability to handle sensitive and confidential information with discretion
• Strong organizational skills with the ability to prioritize in a fast-paced, dynamic environment
• Strong written communication skills with the ability to craft professional, thoughtful, and guest-centric correspondence in a timely manner
• Exceptional interpersonal and communication skills, with a guest-focused mindset
• Proven ability to problem-solve, think critically, and support resolution of complex situations
• Proficiency in Microsoft Office applications required
• University/College degree in a related discipline an asset
• Highly responsible, reliable, and detail-oriented
• Ability to work cohesively as part of a team while also operating independently
• Ability to remain calm, professional, and solution-oriented under pressure Reporting to the General Manager, responsibilities and essential job functions include, but are not limited to:

• Coordinate and support special guest requests, VIP arrangements, and “Make Special Happen” moments in collaboration with departments
• Serve as the primary administrative partner to the General Manager & Hotel Manager, ensuring the efficient day-to-day operation of the Executive Office

• Personally greet and engage internal and external guests, offering a warm welcome, addressing inquiries, and ensuring seamless redirection when needed
• Act as a key point of contact for guest inquiries and concerns directed to the Executive Office; support timely, thoughtful, and personalized responses
• Partner with operational leaders to support guest recovery efforts, follow up on service opportunities, and help ensure resolution aligns with Fairmont standards
• Support guest experience initiatives by tracking, auditing, and following up on guest feedback (e.g., reviews, surveys, direct communications) to ensure accountability and continuous improvement
• Manage, prioritize, and coordinate all communications, including telephone calls, correspondence, and executive-level inquiries with professionalism and discretion
• Coordinate complex calendars, meetings, and appointments; prepare agendas, materials, and briefing notes as required
• Prepare, proofread, and manage confidential correspondence, reports, and presentations on behalf of the General Manager
• Maintain organized and confidential filing systems for correspondence, policies, standards, and sensitive matters
• Record, transcribe, and distribute meeting minutes, ensuring clear documentation and follow-up on action items
• Support cross-functional initiatives and special projects, ensuring timely execution and alignment across departments
• Maintain office operations, including supply management and administrative systems
• Uphold all departmental policies, procedures, and safety standards
• Consistently demonstrate professional, friendly, and engaging service in all interactions
• Perform other duties as assigned