As a member of our hospitality team, the primary responsibility of an Executive Administrative Assistant is to provide efficient administrative support to the General Manager and help streamline operations. This role plays a crucial part in ensuring the smooth operation of the Executive office by handling various administrative and organizational responsibilities. This role manages the appointment calendar for the General Manager, handles incoming calls, screens and directs them to the appropriate personnel, provides information to callers as necessary, and assists in organizing and coordinating meetings and events. This role requires excellent organizational and time management skills, strong attention to detail, effective communication abilities, and proficiency in various software and office tools.
- Manages the General Manager's calendar and independently schedules appointments, considering the dynamic nature of hotel operations.
- Screens incoming calls and correspondence, handling guest inquiries and resolving issues independently when possible, ensuring prompt and efficient guest service.
- Follow closing procedures diligently, ensuring that all aspects of banquet events are handled smoothly and professionally.
- Directs the preparation of meeting agendas, notices, minutes, and resolutions for hotel leadership meetings, ensuring accurate documentation of decisions and action items.
- Collaborate with the Matre d to review closing procedures and accounts as needed, addressing any discrepancies or issues that may arise.
- Acts as the custodian of hotel documents and records, organizing and maintaining confidential and critical information with the utmost discretion.
- Takes and transcribes dictation, and composes confidential correspondence, reports, and other complex documents, adhering to hotel branding and professional standards.
- Creates and maintains database and spreadsheet files, including guest information, supplier contacts, and financial records, for easy access and efficient data management.
- Monitor and maintain office pars, proactively ordering supplies when needed to support efficient sales operations
- Utilize systems effectively to input daily event information, keeping it up-to-date and making necessary edits when required.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)