Administrative Assistant - Technology Management

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Join BWH Hotels – Where Passion Meets Purpose

At BWH® Hotels, we don't just offer employment opportunities, we create opportunities to be part of something extraordinary. As a global leader in hospitality for nearly 80 years, our vision is to inspire travel through unique experiences. Joining our corporate team means becoming part of a dynamic and inclusive community that values innovation, collaboration, and making a meaningful impact in the travel industry.

Headquartered in Phoenix, Arizona, BWH Hotels boasts a powerful portfolio of 18 brands, including WorldHotels™, Best Western® Hotels & Resorts, and SureStay Hotels®, with approximately 4,300 hotels in over 100 countries. We take pride in our top-ranking employee engagement scores and foster a workplace culture where your contributions truly matter. Join us and be part of a team that's shaping the future of hospitality!

Job Purpose

Join our global team as a partner in Technology Management.  The Administrative Assistant to the Chief Technology Officer (CTO) and Technology Management Leadership Team plays a pivotal role in enabling executive and leadership effectiveness across the organization. This position provides proactive, high‑level administrative, operational, and coordination support to the CTO and senior technology leaders, ensuring alignment, efficiency, and timely execution in a fast‑paced, highly technical environment. Acts as a force multiplier for the CTO and Technology Leadership Team, enabling focus on the highest‑value priorities through anticipation, prioritization, and rigorous follow‑through.

Key Responsibilities

Executive & Leadership Team Support

  • Supports the CTO and Technology Leadership Team by organizing, prioritizing, and expediting workflow across the technology organization; performs multi-faceted administrative support.
  • Demonstrates a strong sense of urgency and follow‑through, ensuring deadlines, commitments, and action items do not stall.
  • Anticipates issues before they become blockers and proactively drives resolution.

Proactive Calendar & Time Management

  • Owns and optimizes executive calendars using Outlook, applying strong judgment around priority, sequencing, and time protection.
  • Makes real‑time tradeoff decisions between competing requests based on business impact, urgency, and organizational context.
  • Actively pushes back, re‑reprioritizes, or escalates scheduling decisions when appropriate to protect executive effectiveness.
  • Schedules meetings based on strategic priorities, availability, and business impact.
  • Anticipates, resolves, and negotiates scheduling conflicts independently.
  • Protects executive and leadership focus by blocking preparation, travel, and deep‑work time as needed.
  • Ensures meetings are purposeful by confirming agendas, objectives, and pre‑read materials in advance.

Meeting Preparation, Briefings & Follow‑Up

  • Prepares the CTO and leadership team for upcoming meetings by providing concise briefings, including talking points, background materials, attendee context, and objectives.
  • Briefs the CTO regularly on key meetings, deadlines, and emerging priorities across the technology organization.
  • Tracks meeting outcomes and action items, ensuring timely follow‑up and accountability with internal and external stakeholders.

Communication Triage & Gatekeeping

  • Serves as a trusted gatekeeper for the CTO and leadership team by screening meeting requests, calls, and correspondence.
  • Communicates on behalf of the CTO or leadership team when appropriate, responding to non‑routine and complex inquiries with professionalism and sound judgment.
  • Interfaces effectively with senior leaders, board members, vendors, and cross‑functional partners.

Information Preparation & Executive Reporting

  • Prepares, compiles, and communicates complex and technical information, including board materials, leadership reports, presentations, charts, and graphics.
  • Summarizes and synthesizes information into clear, executive‑level documents and presentations to support informed decision‑making.

Project, Task & Initiative Tracking

  • Maintains visibility into the CTO’s and leadership team’s key initiatives, projects, and deadlines.
  • Coordinates with direct reports and cross‑functional teams to monitor progress, surface risks, and reinforce accountability.
  • Supports multi‑faceted initiatives by researching, collecting, analyzing, and summarizing complex industry data and technology trends.

Budget & Financial Support

  • Assists with budget preparation, analysis, tracking, and compliance related to technology department budget lines.
  • Supports financial and operational planning through accurate reporting and attention to detail.

Travel & Logistics Management

  • Coordinates domestic and international travel, accommodations, and transportation for the CTO and leadership team as needed.
  • Prepares detailed itineraries and ensures readiness for meetings, conferences, and events.
  • Proactively manages last‑minute changes or disruptions with minimal impact to executive schedules.

Confidentiality, Discretion & Professionalism

  • Handles highly sensitive and confidential information with the utmost discretion.
  • Maintains professionalism, integrity, and sound judgment in all communications and interactions.
  • Serves as a trusted extension of the CTO and Technology Leadership Team and a positive representative of the organization.

Preferred Experience and Education

  • Minimum 5 to 8 years of progressively more responsible administrative experience with the ability to function independently with a larger scope of responsibility, ideally supporting a senior executive (VP, SVP, C-suite preferred) in complex fast-paced environments.
  • High school diploma or equivalent certification. Associate or bachelor’s degree preferred.

Required Knowledge and Skills

  • Proficiency in Microsoft Office Suite.  May require intermediate or advanced proficiency in one or more specific application.
  • Apply advanced skills to the position or specialization. Adapts procedures, processes, tools, equipment and techniques to meet the more complex requirements of the position.
  • Demonstrated interest in leveraging AI and automation tools (e.g., Microsoft Copilot, Outlook automation, document synthesis tools) to improve efficiency, reduce friction, and enhance executive productivity.
  • Uses technology proactively to summarize information, prepare briefings, manage action items, and streamline recurring administrative work.
  • Continuously looks for opportunities to modernize administrative workflows using available tools.
  • Demonstrates strong business and organizational awareness, understanding how initiatives, stakeholders, and timing intersect.

Work Location and Schedule

  • This position requires an onsite presence 5 days per week at our Global Operations Center, Monday through Friday 8am to 5pm. The office address is 20400 N 29th Avenue, Phoenix, Arizona 85027.

This position is not eligible for immigration sponsorship. 

Benefits Summary for Full-Time Employees  

· Medical/Dental/Vision available day one 

· Vacation/Sick- accruals start day one 

· Paid company holidays and personal holidays to celebrate what’s important to you  

· 401K - company contribution and match (U.S.) 

· Registered Retirement Savings Plan (RRSP) – company contribution and match (Canada) 

· Employee discounts/hotel discounts 

· Free financial and health wellness programs 

· Tuition Reimbursement 

Equal Employment Opportunity

BWH Hotels (the "Company") maintains a policy of equal employment opportunity for all employees and qualified applicants for employment without regard to race (including hair textures and hair styles associated with race), color or pigmentation, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, alienage or citizenship status, caste, age, disability, gender, gender identity or expression, sex, sexual orientation, LGBTQIA+ individuals, height, weight, pregnancy status, childbirth or related medical conditions, genetic information, uniformed service or veteran status, marital status, or any other characteristic protected by applicable federal, state, provincial, or local laws. The Company’s equal employment opportunity policy applies to all aspects of employment with the Company, including, but not limited to, hiring, promotion, transfer, benefits, discipline, and termination.