Office Manager and Executive Assistant

Overview

COMPANY SUMMARY:

At Holiday Vacations, our mission is to enrich lives with valued travel experiences. We offer inclusive guided tours led by professional Tour Directors to more than 70 destinations on six continents. We travel by air, motor coach, trains, and cruises on itineraries that bring the destination alive for our guests. We are headquartered in Eau Claire, Wisconsin and are a subsidiary of Xanterra Travel Collection, the largest national park concessionaire in the U.S. Xanterra also owns other tour operator and cruise line brands including VBT Bicycling Vacations, Country Walkers, and Windstar Cruises.

WELCOME TO “THE HV WAY”:

Honesty & Integrity: We act with honesty and accountability, building trust with every guest, partner, and teammate. We keep our promises.

• Create Community: We create community by treating each other and our guests like extended family, fostering belonging, celebrating, and supporting one another.

Surprise & Delight: We go beyond expectations to create meaningful experiences. We make every effort to exceed expectations. Grow Together: We embrace curiosity, feedback, and continuous learning – always striving to be better and do better. Innovate Boldly: We seek fresh ideas, adapt to change, and look for ways to stay ahead in a dynamic travel landscape

Protect What Matters: We prioritize safety and sustainability for our people, our guests, and the places we explore. Celebrate the Team: We succeed together, value each person’s gifts and contributions, and take time to enjoy the journey along the way.

POSITION SUMMARY:

The Office Manager / Executive Assistant helps the office run seamlessly and provides practical, responsive support to the President, Vice Presidents, and Director of People Care & Development. In this blended role, you’ll manage building operations, vendors, supplies, and safety programs; plan and execute internal events and celebrations; and deliver confidential, high-caliber executive assistance - calendars, travel, meetings, and HR administration. You will also support guest relations by drafting and coordinating executive-level correspondence to surprise and delight our guests or address their concerns to ensure a caring and considerate tone.

As a culture carrier at the heart of our workplace, you translate “The HV Way” and our values in action, into daily experiences by creating a welcoming, well-organized environment where teams do their best work and guests and partners feel cared for. Success calls for exceptional organization, service-minded communication, sound judgment, and discretion.

Responsibilities:

AREAS OF RESPONSIBILITIES:

Office Management

• Maintain the office building and grounds to provide a safe, clean, and professional environment; supervise contracted cleaning services and coordinate flag display with partner organizations.
• Oversee building operations budget; coordinate ongoing maintenance, repairs, and remodeling; manage contractors and service providers. Coordinates vendors and contractors to meet scope, budget, and timelines.

Administer office services and procedures (reception, meeting spaces, common areas, mail/postal services). Inventory, purchase, and control office and specialty supplies (postage machine, copiers/printers, stationery, USPS/FedEx/UPS materials) and ensure best pricing through vendor sourcing.

• Manage safety programs: emergency plans, drills, AED machines, emergency equipment and supplies, OSHA and MSDS documentation compliance.

Supervise the part-time Receptionist; set service standards, provide day-to-day guidance, coverage, and performance feedback.

• Coordinate secure records destruction.

Event Management

• Plan and coordinate internal events and meetings, including Wellness Wednesdays, monthly lunches and celebrations, potlucks, holidays, town halls, and vendor visits.
• Executes events and meetings with reliable logistics and attention to detail; manages event logistics end-to-end: timelines, invitations/RSVPs, room setup, AV, materials, catering, on-site coordination, and post-event follow-up.
• Assist in the company FAM tour process and associated logistics.

Executive Assistant Support

• Manage executive calendars, priorities, and meeting cadences; coordinate cross-functional and leadership meetings.
• Prepare agendas, materials, notes, action logs, and follow-ups; ensure decisions and next steps are documented and shared.
• Support Guest Relations with executive correspondence to guests – addressing concerns or providing surprise-and-delight gestures; ensures timely responses that maintain a professional tone.

Arrange domestic and international travel, lodging, itineraries, and expense tracking.

• Provide HR administration support: schedule interviews, coordinate candidate travel, support new-hire onboarding, maintain records and electronic filing systems.
• Coordinate company gifts/flowers/cards for employees and vendors.
• Maintain high confidentiality and professionalism in sensitive communications and records.

Qualifications:

CORE COMPETENCIES:

• Planning & Organization: Plans, prioritizes, and organizes work to focus on what matters most; manages time, resources, and information to meet deadlines; maintains orderly systems and proactively adjusts as priorities shift.

Communication: Proactively communicates clearly, respectfully, and effectively - verbally and in writing - with employees, leaders, partners, and vendors; listens to understand, asks clarifying questions, and confirms mutual understanding with timely updates and documented decisions. Service Orientation: Anticipates needs; responds with professionalism, tact, and follow-through; builds positive relationships at all levels.

Discretion & Confidentiality: Exercises sound judgment and maintains strict confidentiality in executive and HR-related matters. Vendor & Event Execution: Coordinates vendors and contractors to meet scope, budget, and timelines; executes events and meetings with reliable logistics and attention to detail.

KNOWLEDGE, SKILLS, AND EXPERIENCE:

Minimum five (5) years of experience in office operations, facilities coordination, executive support, or related administrative leadership support. Proven event coordination experience (internal events, town halls, trainings): agendas, communications, logistics, AV, and on-site execution. Strong vendor/contractor coordination and purchasing skills; basic budget tracking and invoice processing.

Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams); Excel skills including sorting/filtering and basic formulas; Teams for channels, permissions, file structures, and shared files.

Experience with Smartsheet, CoPilot (preferred).:

Excellent written and verbal communication; professional, service-oriented style with employees, executives, vendors, and guests. High attention to detail and accuracy in scheduling, procurement, records, and safety documentation. Ability to manage multiple priorities under time deadlines; self-starter who works independently and collaborates effectively across teams.

Familiarity with OSHA basics, MSDS records, emergency planning, and AED program oversight (preferred). Valid driver’s license; ability to support occasional offsite errands, vendor visits, and event runs.

WORKING CONDITIONS AND ARRANGEMENTS:

Work Location & Arrangement: The location for work is the Holiday Vacations corporate headquarters in Eau Claire, Wisconsin with a hybrid work arrangement. The standard expectation is three (3) days onsite and the option to work from home up to two (2) days per week within the State of Wisconsin, based on business needs. Onsite days may shift week-to-week to support meetings, events, training, or peak workloads. The office environment may have moderate noise levels from office equipment and verbal interaction.

• Schedule: Work hours are generally during the regular business week, but there may be variations due to the time of year and department demands. This position follows a hybrid work arrangement; travel may be required.

Physical Requirements: The job requires the ability to sit for extended periods of time, as well as the ability to frequently walk and lift or carry up to 35 lbs. May require bending, twisting, stooping, grasping, and reaching outward or above shoulders, lift/carry and push or pull up to 50 lbs. Technical and Home-Office Requirements: Must have a distraction-free workspace/environment with space for a desktop computer with two monitors. Must have a stable power source and internet connection, including a dedicated high-speed internet and ethernet connection. Connection cannot be wireless, Wi-Fi extenders, Wi-Fi repeaters, or hotspots. Ability to plug in your equipment to modem/router during work times.

BENEFITS:

For full-time employees, Holiday Vacations offers a comprehensive benefits package including Medical, Dental & Vision; HSA & FSA; Life & Disability; Accident, Hospital & Critical Illness; Pet Insurance; Paid Time Off and Holiday Paid Time Off; 401(k) with Company Match; Employee Assistance Plan; Education Assistance; and Employee Discounts and Travel Deals.

EEO Holiday Vacations is committed to a diverse and inclusive workplace. We are an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, pregnancy, genetic information, protected veteran status, or any other legally protected status.