Big Bear Vacations: Executive Assistant

This candidate MUST be able to speak English and Spanish fluently.

Key Responsibilities: 

1. Flexibility & Adaptability to Executive Schedule 

• Must be highly flexible and adaptable to a non-traditional, fast-paced executive schedule 

• Some days may require only a few hours of support, while others may need extended availability (8–12+ hours), including weekends when needed 

• This role supports an executive who often works 7 days a week during peak periods, so being responsive and dependable, especially when urgent items arise, is essential 

2. Calendar & Schedule Management 

• Own and maintain the executive’s calendar with precision, coordinate internal and external meetings, calls, appointments, and recurring check-ins across time zones 

• Proactively block time for deep work, travel, and personal time while avoiding scheduling conflicts 

• Use tools like Microsoft Outlook, Reclaim.ai, and Teams to ensure schedule visibility and alignment across departments 

3. Email, Communication & Inbox Management 

• Monitor and triage emails, respond to or flag priority messages, draft replies, and maintain inbox zero 

• Follow up on unanswered emails or pending replies from key stakeholders 

• Prepare and send communications on behalf of the COO when needed professional but in the tone of the company 

4. Meeting Preparation & Documentation 

• Organize agendas for leadership or department meetings, ensure all participants are prepared ahead of time 

• Attend select meetings to take notes, track follow-ups, and ensure accountability on deliverables 

• Prepare recap summaries and assign action items in Monday.com or task-tracking systems 

5. Project Coordination & Follow-Up 

• Help track the progress of ongoing initiatives (e.g., SOP rewrites, software migrations, onboarding processes) 

• Follow up with team members and vendors to ensure deadlines are met and issues are escalated as needed 

• Organize documents, checklists, forms, or SOPs and store them in the right folders and platforms (SharePoint, Google Drive, Teams) 

6. Vendor & Team Coordination 

• Coordinate directly with remote managers (e.g., Pakistan or U.S.-based teams) to ensure alignment across time zones 

• Manage light HR-style functions like organizing team rosters, time-off tracking, or updating contact lists 

• Help coordinate between departments like Housekeeping, Maintenance, OAM, and Laundry to relay action items 

7. File & Document Organization 

• Maintain up-to-date folders for contracts, proposals, policies, and key SOPs 

• Ensure naming conventions and file structures are followed for easy access 

• Occasionally draft or edit internal documents, owner communications, or staff memos 

8. Task & Workflow Automation 

• Help the COO automate routine tasks via Monday.com, Microsoft Power Automate, or Outlook Rules 

• Assist in setting up forms, templates, and recurring workflows to reduce manual follow-ups 

9. Special Projects & Personal Support 

• Provide support for one-off initiatives such as meeting decks, trip logistics, conference prep, or external projects 

• Occasionally assist with personal or family logistics (e.g., booking travel, follow-up reminders, home tasks)