Executive Assistant

We are in need of a skilled Executive Assistant (with a focus on customer service in the hospitality industry) who is driven, autonomous, resourceful, hard-working, lightening fast and a quick learner.

Job Responsibilities:
Your role, the Executive Assistant (referred to as “EA”) to Joanna is an exceptional position on the team where the team member works closely with Joanna as their assistant and helps manage the day-to-day operations of the business. Part of the EA’s responsibilities will be managing customer service as the single point of contact for all inquiries. This role reports directly to Joanna.

You are someone who can communicate efficiently and empathetically to our internal team as well as our customers.

You are also someone who can successfully do all of the following responsibilities without the CEO having to follow up (to see if they were done correctly or done at all) or step in and do them:

• Makes sure every non-CEO business responsibility is being handled by someone on the team
• The EA creates SOPs, organizes SOPs related to the EA’s responsibilities and updates SOPs
• The EA sets up, maintains and automates business systems
• The CEO has zero double booked events on his calendar
• All events are scheduled on the CEO’s calendar and zero are forgotten.
• The inbox is checked 2x daily before 9am, and by 3:00pm:
– all emails are responded to, archived or moved to client labels and
– emails that need attention are marked as ‘unread’ in the inbox with
– the most urgent emails starred or having been communicated Incoming emails are responded to within 24 hours of receiving them
• The CEO spends less than 45 minutes a day responding to emails or providing information for the EA to action emails
• Booking Management:
– Manage bookings for 3-4 properties, ensuring guests have essential arrival and stay information.
– Utilize SMS platforms for effective communication with guests and internal teams.
– Address on-site issues promptly, coordinating with maintenance and housekeeping for guest satisfaction.
• Room Block Management:
– Coordinate room blocks for events or specific periods, working closely with clients, event planners, and internal teams
– Handle reservations, modifications, and cancellations for room blocks efficiently.
• Guestbook Management:
– Maintain a virtual guestbook for guests, updating it with information helpful for their stay (e.g., top restaurants, local attractions).
– Enhance the guest experience by providing valuable recommendations and insights.
• Inbox Management:
– Oversee and manage the customer service email inbox, filtering and prioritizing messages.
– Handle customer inquiries and assist in scheduling meetings and managing calendars.
• Reorder Management:
– Monitor inventory levels of merchandise across properties.
– Execute Amazon reorders for necessary supplies and ensure timely deliveries.
– Maintain accurate records of orders from suppliers.
• Other tasks may include (but not limited to):
– Assisting with personal travel bookings (airfare, hotels).
– Managing calendars, coordinating meetings, and scheduling appointments.
– Meeting Coordination: Arranging and preparing materials for meetings, taking minutes, and following up on action items to ensure effective communication and follow-through.

We’re looking to add a talented, sincere, committed person to the team ASAP. You must be a self starter, a problem solver, and orderly. Your position will have strict deadlines to get stuff done, without over complicating things.

As stated earlier in this job description, you might be the only person our guests or clients interact with when they’re staying at our properties or dealing with our business. We really want to make sure that their experience with you is a positive one, because it reflects directly on our business as a whole.

So, it’s super important that every interaction is polite, friendly, and professional. Can you make sure that happens?

This is a fully remote full-time role requiring 40 hours per week, Tuesday – Saturday. Pay is 48,000 PHP/month. Working hours are USA time zone: 7:00am – 4:00pm EST.

There will be a one month trial period.

Do you have at least a basic understanding of Akia and/or similar guest communication platform and want to learn more?
Can you communicate with our customers in a natural, empathetic and friendly tone, but be matter of fact when necessary?
Can you proactively create automations and systems to make the business more efficient?
Do you continue a task until it’s done well?
Do you love to collaborate and work well with other team members serving as the key communicator of information?

If so please read through the entire job announcement before applying.

We are a small business that owns a boutique hotel and campground (with more properties to come soon).

Requirements:
• At least a basic understanding of Google Suite
• Work efficiently on inbox management and client communication all by yourself or with little assistance (we will provide the initial training)
• Complete tasks with excellence
• Finish tasks on or before assigned deadlines
• Be detail-oriented and super organized
• A resourceful problem solver
• Tech savvy + Google search literate (meaning you know your way around technology and can learn new things by Googling or watching YouTube videos.)

About The Owner and Linton Hospitality:
The owners Joanna & Brian, build hotels & glampgrounds while helping others pursue their own dreams of hospitality entrepreneurship.

Linton Hospitality develops world-class hospitality properties. We both operate our own as well as help others pursue their dreams of hospitality ownership through our franchise model.

Our first properties: The Rex Hotel and Ferncrest Campground are located in Promised Land, PA.

Our Tech Stack:
Since you will need to work efficiently on assigned tasks all by yourself or with little assistance, ideally you will have working knowledge of a few products in our tech stack. If not, we will use screen recordings, an onboarding document and Zoom calls to explain what needs to be done and how to do it.

However you MUST be willing to use Google and YouTube to learn the software required for your job. Your professional development is important to the success of the business, and we will purchase courses for you when needed.

You need to be able to use our complete tech stack proficiently within your first five weeks of working with us.

• Google Drive, Google Docs, Google Sheets, Google Forms
• Notion (project management)
• Cloudbeds(booking management)
• Calendly
• Canva (design)
• Shopify (website)
• Zoom
• Gmail
• Akia
• Operto
• WhenIWork

Of the qualified applicants, we will prioritize those that have more familiarity with our tech stack, especially experience with Google Suite.

If you don’t receive a response from us, that means we chose not to pursue employment at this time.

How to Apply:
If your interest is piqued, please reply to this job post and do the following;

1. Include both your favorite popstar and candy in the subject line
2. Respond with the number of followers on our largest IG account and the name of the account.
3. Read about the Ferncrest Campground at Click to view
4. Include a screenshot of your 4-letter personality type and results from Click to view/cgi-win/Click to view
5. List which software in our tech stack you already know how to use and your approximate proficiency with it on a 1 – 10 scale (10 is the highest)
6. Do not send a resume
7. Tell us whether or not you already have a day job
8. Let us know how many hours you are available to work each week, for example 25, 30 or 40 etc.

Please, only apply if you are super detail oriented and you are beyond organized. You must have at least 1 year of work experience in the Executive Assistant space.

We are looking to bring you on board and want you to be a part of our dynamic, very small but fun team. You’ll be a central and integral part of our small team and we’re looking for you to grow with us!

We will consider applicants who are able to successfully fulfill the eight criteria above.
Thank you for taking the time to apply.