Executive Administrative

Executive Administrative Assistant, Special Projects

POSITION OBJECTIVE

The Executive Administrative Assistant, Special Projects is an essential member of the Administration team. This role aids the General Manager by completing administrative tasks in a timely and accurate manner. Providing support with skill and professionalism that includes a wide variety of administrative functions. In addition to maintaining our vision by adhering to our Core Values, this position must provide the highest level of service to our guests. Direct report is the General Manager.

ESSENTIAL JOB FUNCTIONS

• Protect the privacy and security of guests and coworkers, maintaining confidentiality of proprietary materials and information.
• Speak to guests and co-workers using clear, appropriate and professional language.

• Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.
• Produce PO's as needed for the division.
• Assist guests' concerns and questions, when appropriate manager is not available.
• Coordinate and schedule various meetings.
• Attend and distribute minutes from department meetings.
• Researching and gathering data to prepare documents for review.
• Print reports: Monthly / Quarterly / Year to Date.
• Schedule appropriate interviews for candidates with the GM.
• Gathers receipts in order to complete and submit Expense reports.
• Export schedules for review, print and post by deadline.
• Coordinate VIP amenities for the GM.
• Orchestrates GM's Round Table Meetings with Service Professionals.
• Perform other reasonable job duties as requested by the GM.
• Assists GM with special projects to enhance the hotel appearance, esthetics and other tasks related to.

• Must be 21 years of age or older.
• College degree preferred, or equivalent in field

• Ability to satisfactorily communicate in English with guests, management and co-workers to their understanding.
• Ability to compute basic mathematical calculations.
• Strong computer skills (Word Processing, Microsoft Access, Excel, InDesign).
• Strong organizational skills, creativity and resourcefulness.
• Very strong interpersonal and relationship building skills. Must be able to work cohesively as a team and understand guests expectations.
• Highly visible, approachable and professional presence.
• Public speaking experience preferred
• Must be self-motivated, driven and creative.
• Ability to multi-task while staying organized and focus attention on details
• Ability to perform job functions with minimal supervision, complete tasks quickly and maintain an overall sense of urgency.
• Must maintain a sense of confidentiality.

• Able to stand for extended periods of time
• Able to walk long distances and climb stairs
• Able to read and write English proficiently
• Able to lift and carry 50 pounds occasionally
• Able to work outside with exposure to various weather conditions
• Able to bend, kneel, crouch, crawl, reach overhead frequently