Executive Assistant & Marketing Coordinator
Reports To: Regional General ManagerEmployment Type: Full-Time | Non-Exempt
Position Summary
The Executive Assistant & Marketing Coordinator is a dynamic, hands-on role supporting the Regional General Manager and the broader Danville Hotel Collection leadership team across The Bee Hotel, The Holbrook Hotel, and The Laurel Hotel.
This position combines executive support, marketing coordination, sales administration, and operational assistance to help ensure the continued success of our growing collection of boutique hotels. The ideal candidate is highly organized, proactive, creative, and thrives in a fast-paced hospitality environment where no two days are alike.
From managing executive priorities and coordinating projects to creating social media content, responding to guest reviews, supporting sales efforts, and assisting hotel operations, this role is essential to keeping our teams organized, our marketing engaging, and our guest experience exceptional.
This is not a traditional office position. Hospitality operates seven days a week, and flexibility, including evenings, weekends, and holidays as business needs require, is an essential part of this role.
Primary Responsibilities:Executive Support
Provide day-to-day administrative support to the Regional General Manager.
Assist with email management, scheduling, calendar coordination, meeting preparation, and follow-up.
Draft professional correspondence, reports, presentations, and internal communications as needed.
Organize projects, maintain files, and ensure deadlines are met.
Prepare contracts, agreements, proposals, and other business documents upon request.
Coordinate special projects and assist with company initiatives.
Marketing & Communications
Create, schedule, and publish social media content for all three hotels (2-3 posts per week per hotel).
Generate content, capture photography and video, and create graphics.
Write engaging and relevant captions, blogs, newsletters, and email marketing campaigns.
Update website content across all hotel websites as needed (and coordinate with website management group(s) for larger projects/updates).
Publish and maintain Google Business Profile posts.
Participate in SEO and digital marketing meetings and initiatives.
Respond professionally to online guest reviews across all review platforms.
Maintain marketing calendars and assist with campaign planning.
Coordinate with vendors, photographers, media partners, and community organizations.
Support public relations and community engagement efforts by attending events, meetings, and networking opportunities.
Sales Support
Provide assistance in preparing contracts, proposals, and group agreements as needed.
Assist with group room blocks within the property management system.
Communicate group details to hotel departments to ensure successful execution.
Assist with client correspondence and administrative follow-up as needed.
Support the sales process through organization and day of coordination for groups and events as needed.
Operations Support
Assist department leaders with administrative and operational projects, and cover front desk shifts as needed.
Support leadership meetings by preparing agendas, taking notes, and tracking action items.
Assist with purchasing, organization, and project coordination.
Perform additional administrative duties as assigned.
Guest Service & Hotel Operations
This position is expected to support hotel operations whenever needed, including:
Front Desk coverage between properties
Guest assistance and problem resolution
Event setup and execution
Assisting other departments during periods of high business demand
Qualifications
Bachelor's degree preferred in Hospitality, Marketing, Communications, Business, or a related field.
Hospitality experience preferred.
Excellent written and verbal communication skills.
Exceptional organizational and time management abilities.
Strong attention to detail and ability to manage multiple priorities simultaneously.
Self-motivated with the ability to anticipate needs and solve problems independently.
Professionalism and discretion when handling confidential information.
Proficiency with Microsoft Office and Google Workspace.
Experience with Canva, social media platforms (ex: Planable), email marketing software (ex: Revinate), and content creation preferred but not required.
Photography, video editing, and basic graphic design experience are a plus.
Schedule & Expectations
This is a full-time, non-exempt position based on the operational needs of the Danville Hotel Collection. This position requires flexibility and may include evenings, weekends, holidays, and special events as needed.
Candidates should be adaptable, willing to assist wherever needed, and committed to supporting the success of the entire organization.
Why Join the Danville Hotel Collection?
At the Danville Hotel Collection, we believe exceptional hospitality starts with exceptional people. Our team operates three award-winning boutique hotels, each with its own unique history and personality, while working together as one collaborative organization.
We invest in our people, promote from within whenever possible, encourage professional growth, and empower our team members to make a meaningful impact. If you're looking for a role that offers creativity, variety, leadership exposure, and the opportunity to grow your career in hospitality, we'd love to hear from you.
