We are seeking a dynamic Project Administrative Assistant to support the Chief Operating Officer across both companies. This role goes beyond traditional administrative support — you will function as a key operational partner to the COO, ensuring seamless meetings, streamlined project tracking, and effective communication across departments. This position operates in a fast‑paced, seasonal environment centered on exceptional guest experiences. Because the COO oversees both organizations, discretion and trust are essential. The role offers high visibility and the opportunity to directly impact operational excellence and guest satisfaction. Requirements

• Bilingual fluency in English and Spanish.
• Advanced proficiency in Monday.com (automations, dashboards, dependencies, views).
• Strong experience with Microsoft 365 (Outlook, Teams, Word, Excel, OneDrive).
• Proven ability to convert meetings into structured task plans.
• Excellent written and verbal communication skills.
• Superior organization, attention to detail, and proactive problem-solving ability.
• Ability to manage multiple teams and shifting priorities in a seasonal environment.
• Ability to maintain confidentiality.
• Confident presence in leading meetings and reinforcing accountability through Monday.com and Microsoft 365.
• Background in vacation rentals, hospitality, or property management (preferred).
• Familiarity with additional project management tools (Asana, ClickUp, Notion, Trello) (preferred).
• Experience creating SOPs or workflow documents for guest services (preferred). Responsibilities
• Prepare agendas, guide discussions, keep meetings on track, document decisions, assign owners and due dates, and convert outcomes into actionable tasks within Monday.com.
• Ensure consistent follow‑up to drive completion and accountability using Monday.com’s tracking features.
• Support meetings and coordination across both companies.
• Manage Monday.com boards for operations across both organizations.
• Keep statuses, timelines, and dashboards updated, identifying delays or issues proactively.
• Use integrations with Microsoft tools (Outlook, Teams) to strengthen accountability.
• Manage the COO’s calendar, email flow, and meeting scheduling across internal and external stakeholders.
• Organize documentation and assist in drafting memos, SOPs, summaries, and follow‑ups.
• Support operational needs related to vacation rentals and seasonal business cycles.
• Track priorities and follow up with cross-functional teams to ensure timely execution.
• Help the COO stay aligned with weekly objectives and long‑term strategic goals.
• Use Monday.com and Microsoft 365 to create clear structures for team accountability.
• Maintain strict discretion with sensitive operational or financial information.
• Provide proactive communication and anticipate needs.
• Ask clarifying questions and prepare materials in advance.
• Show strong ownership and composure during busy seasonal peaks.
• Guide meetings effectively and keep discussions focused. Benefits
• Full‑time position.
• Daily overlap with Pacific Time required for team collaboration.
• Expected responsiveness during business hours; occasional after-hours support during peak seasons.
• Long‑term role with potential growth into operations leadership within the expanding multi‑company structure. About [Company Name] Our client, a long‑established and leading vacation rental company with a large portfolio of cabins and luxury homes, has recently expanded through the acquisition of another property management group, adding hundreds of premium properties to its offerings. Contact As a critical part of the COO’s workflow, you will help elevate operational efficiency and support the high standards of both companies.