Remote Jobs - Big Bear Vacations: Executive Assistant

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Big Bear Vacations: Executive Assistant

Bringing you latest Remote Jobs - Big Bear Vacations: Executive Assistant

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Headquarters: Big Bear Lake, California, USA
URL: Big Bear Cabins & Vacation Rentals | Vacation in Big Bear Lake


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)

To apply: Remote Executive Assistant at Big Bear Vacations

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