Executive Assistant - Atlantic Oceanside Hotel and Event Center

Witham Family Hotels • Bar Harbor, ME • 2d ago

Are you a highly organized professional with strong communication skills and a passion for supporting leadership teams? We're seeking a Full-Time, Year-Round Executive Assistant to provide high-level administrative, operational, and employee support to the General Manager of the Atlantic Oceanside Hotel and Event Center.

This role is a vital internal support position that ensures the smooth operation of the property by managing staff-related processes, coordinating departmental communications, and assisting leadership with logistical and administrative tasks. While primarily non-guest-facing, the Executive Assistant serves as a key internal liaison across departments and properties.

This position offers year-round stability, 40 hours per week, and competitive pay in a dynamic, professional environment.

At Witham Family Hotels, we are dedicated to creating unforgettable experiences for our guests while fostering a family-like environment for our team. Proudly recognized as one of the Best Places to Work in Maine since 2022 and an Inclusive Workplace, we uphold our core values of kindness, respect, inclusion, empowerment, excellence, integrity, and family.

We are an equal opportunity employer, and we believe our strength lies in our differences.

Amazing Benefits and Perks:

Start earning PTO (Paid Time Off), up to 136 hours in your first year (prorated based on hire date). The more years you spend with us, the more PTO you earn!

Health Insurance - multiple Aetna Health plans, we pay 80% of the cost, including if you select the family option!

Dental and Vision Insurance - Our dental plan is amazing. It is a gem. You get up to 4 cleanings a year and so much more. We pay 80% of the cost. We also now offer a Vision Insurance plan!

401(k) plan - up to 4% match.

End of Season Bonus.

Heating savings program in partnership with Irving and Dead River - save on heating oil and propane.

Core Values Program - earn points for branded swag!

Life insurance and Accident, Death & Dismemberment policies - we cover the first $10,000, with additional voluntary coverage available.

Short-term disability at no cost.

Referral Bonus - up to $1,000 per new full-time employee you refer.

Discounts on hotel stays (our portfolio, and at selected New England Inns & Resorts collection hotels), dining, and spa services.

Employee Recognition Programs.

Employee Assistance Program (EAP) - Experienced counseling, free & anonymous.

Employee Relief Fund - Financial support for unexpected situations. Mostly funded by our awesome teammates!

Annual Flu Shot Clinic.

Witham Family Hotels Gala - an annual event that recognizes YOU!

Be part of a company that gives back - The Witham Family Hotels Charitable Fund surpassed the milestone of donating over a million dollars to local organizations.

Key Responsibilities:

Administrative & Operational Support

Coordinate the onboarding process for all new staff members, ensuring documentation, orientation, and systems access are complete.

Respond to employee payroll questions and liaise with payroll or HR when needed.

Assist with placing internal orders and tracking fulfillment for departmental needs.

Maintain and manage property-wide administrative spreadsheets, including:

H-2B visa tracking and planning for onboarding and departures

Donation certificate logs

Guest activity planning

Internal communications records

Support coordination of recurring processes such as staff surveys, training deadlines, and calendar-based compliance items.

Executive Support

Assist the General Manager with administrative tasks such as:

Reconciling company credit card statements and expense documentation

Coordinating meetings, meeting locations, and follow-up communications

Preparing materials and assisting with planning for leadership meetings or property visits.

Employee Engagement & Support

Help plan, set up, and communicate internal staff events and recognition efforts.

Reporting Structure:

Reports directly to the General Manager of the Atlantic Oceanside Hotel and Event Center.

Functionally supports the General Manager.

Collaborates closely with Human Resources and department heads.

Position Scope:

Internally focused role with minimal guest-facing responsibilities.

Requires exceptional organizational skills, clear communication, and the ability to navigate multi-departmental environments with discretion and professionalism.

Performance Measurement:

90-day performance review, accuracy and timeliness of administrative tasks, communication effectiveness, and leadership support outcomes.

If you're an organized, detail-oriented professional looking for a rewarding, year-round opportunity in a supportive and professional environment, apply today to become the next Executive Assistant at the Atlantic Oceanside Hotel & Event Center!

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