Executive Assistant

As part of Sage Hospitality Group, we passionately strive to be the best and create excellence in everything we do. We believe in enriching lives one experience at a time. More than a slogan, we empower our employees to make positive impacts on the communities in which we live and work. By providing genuine service we build relationships with our guests and value for our shareholders, and we create unforgettable experiences.

We are looking for independent thinkers. Those who harness their entrepreneurial spirit so that it breaks preconceived notions. We’re not afraid to forge our own path. That’s why we welcome risk takers and creative spirits alike. No matter your daily role, Sage recognizes that your success is about more than the work you do—it’s really about who you are, which is why we invest in your personal and professional growth. We hope you consider joining us!

POSITION FOCUS

Provide executive administrative support to Sage’s Chief Financial Officer (CFO), Chief Investment Officer (CIO) and their respective teams. Perform executive assistant functions to include managing calendars, coordinating meetings, arranging travel, maintaining correspondence files, screening mail and calls, preparing and distributing communications, and composing internal and external correspondence.

This role requires exceptional attention to detail, confidentiality, and professionalism in supporting the daily administrative needs of senior executives. The Executive Assistant ensures timely execution of communications, organization of documents and schedules, and proactive coordination across departments and external partners.

ESSENTIAL RESPONSIBILITIES

• Perform executive assistant functions including travel arrangements, maintaining correspondence files, screening mail and phone calls, distributing communications, composing internal and external correspondence, and managing executive calendars with accuracy and timeliness.
• Maintain and coordinate executive calendars, scheduling complex meetings, video calls, and travel. Oversee catering menu selection and ordering for in-person meetings.
• Represent executives in interactions with internal and external stakeholders—clients, partners, board members, and community leaders—while maintaining confidentiality and professionalism.
• Prepare meeting agendas, attend meetings, take minutes, and distribute follow-up actions.
• Support Sage’s participation in industry conferences by managing registration, travel and hotel arrangements, meeting scheduling, venue coordination, and outreach to contacts.
• Build rapport with all property executive teams to assist with executive travel and investor travel to properties.
• Coordinate travel for investors. Book hotel and restaurant reservations, and schedule property tours for visiting partners, clients, and prospects.
• Create, maintain, and manage project files, systems, and task tracking tools. Ensure timely follow-ups and coordinate expense reporting for department members.
• Assist in drafting investor reports.
• Build independent rapport with key clients and contacts. Maintain and update over 7,000 contact records and a list of 550 investors.
• Coordinate investor wine program and distribution of Investor Sage Rates cards.
• Oversee Sage’s entity records and compliance reporting, including periodic, annual updates, and master entity list.
• Maintain Home Office organizational charts.

• Process invoices and coordinate with legal counsel and internal stakeholders for new entity creation and dissolutions.

• Proactively identify and address issues, demonstrating initiative and problem-solving capabilities.
• Manage the STR Reports inbox and organize weekly and monthly reports.
• Administer the Home Office Verkada doorbell app and manage building access permissions.
• Collaborate with administrative professionals across departments to ensure seamless support and alignment with departmental objectives.
• Provide assistance on special projects and presentations as assigned by support team members.
• Maintain a clean, organized, and presentable work area and executive office.

OTHER RESPONSIBILITIES

Associate’s or Bachelor’s degree preferred, or equivalent combination of education and experience

SUPERVISORY DUTIES

None

BEHAVIORAL FOCUS

At Sage, we pride ourselves on the behaviors that build our culture and help associates perform in their positions. We value integrity, performance, team spirit, growth, delivering extraordinary guest experiences, and engaging in our communities. We have also outlined specific competencies that contribute to success at Sage. Please review our competency models to understand the behaviors expected of different levels in the organization (you may find these models in our learning management system).

Education/Formal Training

Associate’s or Bachelor’s degree preferred, or equivalent combination of education and experience.

Experience

Minimum of 5 years of administrative support experience preferred. Experience supporting executive-level leaders and coordinating large-scale or cross-departmental functions highly desirable.

Knowledge/Skills

• Must be a commissioned Notary Public
• Strong interpersonal and communication skills; able to confidently engage with a wide range of internal and external stakeholders.
• Able to engage easily and actively connect with others
• Is genuinely caring and compassionate; visibly demonstrates desire to understand others
• Utilizes a variety of approaches and communication techniques tailored to each situation.
• Strong organizational, follow-through, and time management skills.
• Exceptional attention to detail and ability to multi-task across dynamic priorities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), BOX file management, and familiarity with video conferencing tools.
• Experience with expense reporting, travel coordination, and vendor communications.
• Ability to work independently and handle confidential information with discretion.

Physical Demands

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bending/kneeling - repeated bending and kneeling required while filing, Mobility - must be able to reach all areas of hotel to assist clients.
• Occasional standing.
• Occasional carrying and lifting of files and office items up to 25 lbs.
• Ability to type 60 WPM, Microsoft Word applications: Word, Excel, Publisher and PowerPoint. Alphabetizing, grammar and punctuation skills. Standard business letter formats. 
• Excellent communication skills necessary to communicate clearly with customers and other departments.
• Excellent comprehension and literacy required to read manager's letters, help prepare contracts and proposals.

Environment

General office environment.

This position description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the associated with the position. May perform other duties as assigned.

Unlimited paid time off
Medical, dental, & vision insurance
Eligible to participate in the Company’s 401(k) program with employer matching
Health savings and flexible spending accounts
Basic Life and AD&D insurance
Company-paid short-term disability
Paid FMLA leave for up to a period of 12 weeks
Employee Assistance Program
Great discounts on Hotels, Restaurants, and much more.
Eligible to participate in the Employee Referral Bonus Program. Up to $1,000 per referral.

The application period will be open for approximately 30 days or until a suitable candidate is identified. We encourage qualified individuals to submit their applications within this timeframe.