EXECUTIVE ADMINISTRATIVE ASSISTANT + OFFICE MANAGER POSITION PROFILE Reports to the CEO/Founder and President/COO, position is exempt THE ROLE Supporting the CEO/Founder and the COO/President, you'll handle complex scheduling, travel, and meeting coordination with precision and intuition, while also managing inboxes, preparing materials and presentations, tracking key priorities and deadlines, and serving as a trusted gatekeeper and liaison with internal teams and external partners. At the same time, you'll oversee the day-to-day rhythm of the office-ensuring the space feels intentional and reflects the unique spirit of our brand. From planning internal events to welcoming new hires, your impact will be felt in both the details and the moments that define our culture. This is an in-office role, requiring presence five days per week in our office located in the West Loop.
WHO WE ARE Hotels done differently. It's not just a slogan, it is who we are in everything we do. We believe in the power of People, Place and Character; ensuring our properties are a place where individuals are valued and celebrated as a tribute to the neighborhoods and the people of the communities in which we operate; elevating our associates' pride in who they are, where they live and who we serve.
Aparium was founded in 2011 and was born with an intense focus on unearthing the amazing moments unique to every city. Since its founding, Aparium has grown into a new kind of hotel brand, one that ventures off the beaten path, both geographically and philosophically. It is a sophisticated hotel brand known for its singular ability to combine the business acumen of large hospitality companies with the charm of boutique hotels, bringing the disparate forces together in bustling, smaller markets. Aparium was founded in 2011 and was born with an intense focus on unearthing the amazing moments unique to every city.
Since its founding, Aparium has grown into a new kind of hotel brand, one that ventures off the beaten path, both geographically and philosophically. It is a sophisticated hotel brand known for its singular ability to combine the business acumen of large hospitality companies with the charm of boutique hotels, bringing the disparate forces together in bustling, smaller markets.
WHO YOU ARE You're a trusted right hand-equal parts problem solver, organizer, and quiet force behind the scenes. You're deeply intuitive, with an instinct for anticipating needs before they're spoken. You thrive in the in-between moments - navigating ambiguity, reading the room, and bringing clarity to the chaos.
You're motivated by a hospitality-driven mindset-bringing care, polish, and a personal touch to every interaction, creating an environment where people feel supported, comfortable, and able to do their best work. You know that the little things aren't little at all-they're what keep everything on track. You follow through without being asked twice, and you find satisfaction in the details others might overlook. You're comfortable juggling shifting priorities and take pride in staying three steps ahead.
You're not afraid to roll up your sleeves and dive in, whether it's coordinating a last-minute meeting, managing complex calendars, or helping around the office. You bring warmth, professionalism, and a high level of discretion to every interaction. Your presence is steady, your approach is thoughtful, and your impact is felt throughout the organization.
WHAT YOU WILL DO Executive Administrative Assistant:
- Provide high-level administrative support to senior executives, including calendar management, scheduling, and meeting coordination
- Coordinate complex travel arrangements and detailed itineraries with a hospitality-driven mindset
- Prepare meeting materials, agendas, presentations, and follow-up communications
- Handle sensitive information with confidentiality, discretion, and professionalism
- Proactively anticipate executive needs and provide thoughtful, strategic support
- Be available during evenings or weekends as needed for time-sensitive or urgent matters
- Serve as a liaison between executives and internal/external stakeholders, ensuring timely follow-up and clear communication
- Assist with the execution of special projects, events, and initiatives led by leadership
- Monitor and prioritize incoming requests, allowing for time and focus to be aligned with business priorities
Office Manager:
- Create and maintain an elevated, organized, and welcoming office environment that reflects our brand culture
- Oversee daily operations of the office, including vendor relationships, supply management, mail and shipping, and facility coordination
- Assist with planning and execution of internal events, team gatherings, and culture-building moments
- Support onboarding logistics for new hires, including workspace setup and welcome experience
- Serve as the main point of contact for IT coordination, maintenance requests, and office-related inquiries
- Develop and maintain systems that support efficiency and collaboration across departments
- Ensure the office space remains clean and functional
- Track and manage budgets for office expenses, supplies, and events
The list of responsibilities above is just the beginning of the adventure. Be prepared for more exciting challenges! You might be called on to tackle extra duties or tasks not listed here, all to meet the ever-changing needs of the organization.
WHAT YOU WILL NEED - 3 to 5+ years of experience providing high-level administrative support to senior executives, ideally within hospitality, lifestyle brands, or fast-paced corporate environments
- Proven ability to manage complex calendars, travel logistics, and confidential communications with discretion and professionalism
- Strong organizational skills with a keen eye for detail and the ability to multitask and prioritize competing demands
- Exceptional interpersonal skills with a service-oriented mindset and the ability to build strong relationships across all levels of an organization
- Proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfortable learning new tools quickly
- Strong written and verbal communication skills to produce reports, assign tasks, accept instructions and handle vendor contracts, among other tasks
- Experience managing office operations, vendor relationships, and event coordination is a plus
- Flexibility to be available during occasional evenings or weekends for urgent matters
- Commitment to being onsite regularly, supporting executives and maintaining the energy and flow of the office environment
Pay rate: $85K to $100K plus position is eligible for our short-term incentive plan
Benefits: Aparium offers a variety of benefits to include medical, dental, vision 401(k), short term disability, long term disability, life insurance, commuter benefits, discounted parking, travel benefits and more.
As an Equal Opportunity Employer, Aparium Hospitality Services celebrates diversity and is committed to creating an equitable and inclusive environment and a sense of belonging. We do not discriminate and believe every individual should be proud of who they are, where they come from, and take pride in who we serve. Aparium is an E-Verify employer.
