Big Bear Vacations: Executive Assistant

Should be extremely versatile and adaptable to a non-traditional, fast-paced govt schedule 

Some days could require just a few hours of assist, whereas others might have prolonged availability (8–12+ hours), together with weekends when wanted 

This function helps an govt who typically works 7 days every week throughout peak durations, so being responsive and reliable, particularly when pressing gadgets come up, is important 

Personal and preserve the chief’s calendar with precision, coordinate inside and exterior conferences, calls, appointments, and recurring check-ins throughout time zones 

Proactively block time for deep work, journey, and private time whereas avoiding scheduling conflicts 

Use instruments like Microsoft Outlook, Reclaim.ai, and Groups to make sure schedule visibility and alignment throughout departments 

Monitor and triage emails, reply to or flag precedence messages, draft replies, and preserve inbox zero 

Comply with up on unanswered emails or pending replies from key stakeholders 

Put together and ship communications on behalf of the COO when wanted skilled however within the tone of the corporate 

Manage agendas for management or division conferences, guarantee all individuals are ready forward of time 

Attend choose conferences to take notes, observe follow-ups, and guarantee accountability on deliverables 

Put together recap summaries and assign motion gadgets in Monday.com or task-tracking methods 

Assist observe the progress of ongoing initiatives (e.g., SOP rewrites, software program migrations, onboarding processes) 

Comply with up with group members and distributors to make sure deadlines are met and points are escalated as wanted 

Manage paperwork, checklists, types, or SOPs and retailer them in the precise folders and platforms (SharePoint, Google Drive, Groups) 

Coordinate immediately with distant managers (e.g., Pakistan or U.S.-based groups) to make sure alignment throughout time zones 

Handle mild HR-style features like organizing group rosters, time-off monitoring, or updating contact lists 

Assist coordinate between departments like Housekeeping, Upkeep, OAM, and Laundry to relay motion gadgets 

Keep up-to-date folders for contracts, proposals, insurance policies, and key SOPs 

Guarantee naming conventions and file buildings are adopted for straightforward entry 

Sometimes draft or edit inside paperwork, proprietor communications, or employees memos 

Assist the COO automate routine duties by way of Monday.com, Microsoft Energy Automate, or Outlook Guidelines 

Help in organising types, templates, and recurring workflows to scale back handbook follow-ups 

Present assist for one-off initiatives comparable to assembly decks, journey logistics, convention prep, or exterior initiatives 

Sometimes help with private or household logistics (e.g., reserving journey, follow-up reminders, dwelling duties)