About Us
At Preferred Travel Group, we care deeply about our people, nurture independence, and celebrate individuality. Family values inspire us, and we believe that change creates opportunity. We are committed listeners and deliberate storytellers in hospitality. We engineer potential, foster trust, and co-create brighter futures. Our culture values collaboration, adaptability, and precision—qualities essential to every role.
We are forever curious, guided by the Pineapple as our global symbol of hospitality. We believe the business of hospitality is borderless, and we proudly embrace that spirit every day.
We value the individuality of every one of our associates and strive to create a workplace where those talents flourish—because each person brings something special, and we work hard to ensure those contributions truly shine.
Position Summary
We’re seeking a highly organized, adaptable Executive Assistant to support our Chief Revenue Officer, our Chief Financial Officer, our Americas Regional Team and provide backup administrative support in the Newport Beach office. You’ll coordinate complex calendars and travel, streamline meeting logistics, manage expense processes and reporting, and provide polished executive support. This role is ideal for someone who enjoys seeing tasks through from start to finish, values accuracy, and thrives on making operations run smoothly across multiple teams.
Typical Behaviors & Working Style
The ideal candidate will demonstrate the following behavioral traits
- Serious and disciplined in approach; dependable and consistent.
- Conventional and structured, with strong respect for established processes.
- Meticulous attention to detail, ensuring accuracy and consistency across all tasks.
- Collaborative, yet thoughtful—takes time to reflect before making decisions.
- Adaptable to changes in pace, while maintaining high standards of quality.
Key Responsibilities
Administrative Operations & Executive Support
- Manage complex calendars; schedule and assist in preparation for meetings and coordinate logistics with internal teams and external partners.
- Book and manage travel (flights/hotels/ground); prepare detailed itineraries.
- Prepare and process expense reports; support other financial coordination tasks.
- Provide polished support for special projects and ad hoc initiatives.
- Maintain guest feedback processes; perform data entry and compile reports.
- Serve as backup administrative support for the Newport Beach Office Manager
Partner & Visitor Experience
- Own preparations for visiting business partners: meeting room setup, on site coordination, catering, and post meeting clean up.
- Greet guests professionally and provide assistance as appropriate.
Americas Regional Support
- Prepare and own agendas for bi weekly Americas team calls; capture notes and follow ups.
- Lead regional outreach activities, including drafting and distributing the monthly “From Your Regional VPs” newsletter (draft content; review with Regional leadership; deploy to hotel contacts).
- Support business review preparation for the Western Region and join select partnership calls or local meetings to learn and assist.
I Prefer Program Support
- Act as regional champion—share updates/resources, motivate hotel ambassadors, conduct occasional 1:1 hotel engagement calls.
- Assist in auditing partner hotel engagement and solicit participation in key initiatives.
- Solicit hotel participation in key initiatives (e.g., Past Guest Invite, Reward Nights).
- Provide additional support for important clients as needed.
Required Qualifications
- Proven experience in an EA/administrative support role or equivalent professional experience demonstrating comparable capability.
- Ability to interact professionally with staff at all levels in a fast paced environment, with confidence and confidentiality.
- Excellent written and verbal communication skills; exceptional attention to detail.
- Intermediate to advanced proficiency with Microsoft Office; SharePoint and CRM experience a plus.
- Demonstrated ability to manage multiple projects alongside regular tasks.
- Exceptionally well organized and flexible; strong team orientation.
- Hospitality industry or international travel experience is a plus.
- Proactive thinker able to work independently across multiple departments.
Preferred Qualifications
- Experience coordinating executive level communications, newsletters, and event logistics.
- Familiarity with content management across SharePoint/PreferredNet and basic website update workflows.
- Comfort supporting regional programs and partner engagement.
Preferred Working Environment & Job Characteristics
This role is best suited to someone who thrives in a:
- A dynamic, professional office setting where collaboration and precision matter.
- Role emphasizing task completion from start to finish, with clear expectations and minimal ambiguity, ensuring accuracy and consistency in every detail.
The Ideal Candidate Will Find Great Satisfaction In
- Taking ownership from start to finish, with the satisfaction of seeing tasks completed flawlessly.
- Working across multiple teams, building strong connections while maintaining confidentiality.
- Adapting to changing priorities, all while keeping quality and organization front and center.
- Making an impact behind the scenes, ensuring leaders and teams can focus on what they do best.
What Success Looks Like
- You complete tasks with precision and timeliness
- You make informed decisions based on thorough information gathering.
- You contribute to a culture of smart, efficient working while staying true to our values of care, independence, and individuality.
Working Conditions
In office at Newport Beach, CA; your presence is required in the office Monday to Friday due to the nature of the role.
We take pride in our vibrant and inclusive culture, which thrives on meaningful connection, shared purpose, and cross-functional teamwork. In-office engagement plays a vital role in fostering spontaneous collaboration, accelerating innovation, and strengthening relationships across teams. It also provides valuable opportunities for mentorship, professional development, and a deeper sense of community.
Disclaimer
The above information is designed to indicate the general nature and level of work performed. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.
Salary
$70,000 - $90,000 per year; actual compensation within this range will be determined by multiple factors including candidate experience and expertise.
