Executive Administrative Assistant

Job Description

Job Description

Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff. Provide Executive Level support to the Executive Team in a professional manner. Performing support duties to include welcoming guests, managing appointments and daily agendas, schedule meetings, plan travel arrangements, resolve guest issues, coordinate amenities, office related duties, and assist with special events. Strong organization and time management skills, excellent verbal communication and writing, detailed reporting skills, critical thinking and multi-tasking, supply management, multi-line telephone handling, scheduling, presentation and interpersonal skills, travel logistics.

Microsoft Office skills include but are not limited to: Outlook, Word, Excel, PowerPoint and Publisher.

• Provide executive level support to the CEO in a professional manner.
• Welcomes guests, clients and meeting planners by greeting them, in person or on the telephone; answering or directing
• Manage appointments and daily agenda, schedule in-house and off-site meetings
• Plan travel arrangements including flights, lodging reservations, transportation
• Draft, organize and distribute pre and post meeting reports by collecting and analyzing Follow up, update, and distribute meeting minutes.
• Resolve guest issues in a timely and professional manner
• Draft letters, gift certificates, welcome notes, and other documents on behalf of the Managing Director.
• Coordinates VIP arrival amenities, gifts, and collect guest preferences and distribute accordingly.
• Maintain guest's confidence and protects operations by keeping information
• Handles office related duties: printing, faxing, copying, scanning, laminating
• Organize and maintain files, records, recaps ,and others.
• Assist with special events and classes related to HOSP
• Maintain a professional demeanor in all situations and be able to withhold confidential information; May also be required to work some nights and weekends.
• Using OpenTable to make and coordinate reservations for different outlets

• Collecting recaps from special events and ensuring the master recap binder is kept up to date and
• Collecting monthly reports from Food &Beverage departments and distributing to Food & Beverage Director and Director of Culinary
• Collecting monthly reports from Rooms departments and distributing to Hotel Manager.
• Attend various meetings and take minutes
• Work with restaurant outlets to ensure menus are updated, printed and distributed
• Ensure hours of operation are accurate on website, Trip Advisor, Facebook, OpenTable,
• Order office supplies for departments
• Prioritize all telephone calls, in person visitors and schedule itinerary
• Compose correspondence such as welcome letters, guest follow-up letters
• Ensure all guest requests and complaints (QIAF's) in KYC (Know Your Customer Application) are closed and completed.
• Manage profiles in KYC for arriving guests. Review previous complaints/requests/preferences for actionable items.
• Respond to social media comments as needed

Open office

• Manage Traces mail
• Review KYC Dashboard for VIP arrivals, arriving guests with preferences and duplicate profiles.
• Assist in managing Hotel Manager schedules, manage own calendar
• Print incoming Unifocus Guest Alerts and research data, distribute to appropriate GT member in order to quickly initiate the service recovery
• Request department head follow-up on KYC Complaints timely
• Answer Executive phones, handle telephone requests and relay messages as accurately as possible.
• Assists Sales with phone coverage when sales coordinator is not available
• Create meeting materials (copy, print, bind, scan,)
• Incoming/Outgoing mail sorting
• Maintain all Master Recap Binders to ensure all marketing materials, BEOs and recaps are in (Master Recap Binder, AU Football Binder, Hospitality Gala Binder...).
• Maintain all renovation binders to ensure all Purchase Orders, item and deliveries arrived
• Save/ File copies of O.D., Safety and Security and walk reports
• Maintain Check Log and Daily Check
• Xerox printer (Executive Offices machine only) general maintenance and
• Guest Business Center general maintenance and supplies (toner, copy paper, pens, staples, paperclips).
• Keep inventory and stock of executive Office breakroom (coffee, cups, water, sodas...)
• Respond to Emails in a timely and courteous manner.

Weekly Basis:

• Print guest comments from Unifocus for Managing Director then distribute to Department
• Survey Boards (Data collected from Unifocus every Tuesday).
• Critical Rank Report(Data collected from Unifocus every Tuesday).
• Leaders Meeting attendance Update Excel spreadsheet weekly.
• Print out 10 Day Events Report,

Monthly basis:

• Collect monthly reports from each department head to ensure timely delivery to Hotel Manager, Director of F&B, and Culinary Director.

Annual basis:

• Hospitality Gala (Assist as assigned by Managing Director)
• AU Football:(Assist as assigned by Hotel Manager and Director of F&B)
• Welcome newsletters as well as distribution of hours of operation for the upcoming football weekend.
• Oktoberfest(Assist as assigned by Executives)

As needed/Projects:

• Travel arrangements: Hotels/Flights/Lodging/Rental
• Detailed Travel Itineraries, Confirmations and
• Draft Thank You notes
• Tourd' ItaliaCookingClasses,MixologyClasses,Beer & WineDinners,:scheduling,coordinating,preparation and execution.(Reservation, confirmations, booklets, menus, gift baskets)
• Prepare and distribute Purchase Orders
• Prepare basic signage,
• Assist with HOSP ClassesandprojectssuchasHotelTours,IntroClasses,andTheHospitality
• Order Business Cards for all leaders, as needed
• Order office supplies as needed

Abilities

• Written Comprehension - The ability to read and understand information and ideas presented in
• Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Oral Expression - The ability to communicate information and ideas in speaking so others will
• Speech Recognition - The ability to identify and understand the speech of another
• Written Expression - The ability to communicate information and ideas in writing so others will
• Ability to follow written and/or verbal
• Ability to stand and/or sit and continuously perform essential job functions for duration of
• Ability to set-up and maintain filing systems.

Knowledge

• Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and
• English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Customer and Personal Service - Knowledge of principles and processes for providing customer and personal This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and
• Education and Training - Minimum of two years of administrative, secretarial experience required. High School Diploma required, College Degree

Skills

• Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate
• Reading Comprehension - Understanding written sentences and paragraphs in work related
• Speaking - Talking to others to convey information
• Service Orientation - Actively looking for ways to help people.
• Writing - Communicating effectively in writing as appropriate for the needs of the
• Proficiency in English grammar and
• Ability to access and accurately input information into a computer using Outlook, Word, Excel, PowerPoint, and Publisher. Must possess ability to learn/operate proprietary software. Typing proficiency at 75-100 wpm.

Work Activities

• Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co- workers, and subordinates by telephone, in written form, e-mail, or in
• Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing

• Interacting with Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process
• Getting Information - Observing, receiving, and otherwise obtaining information from all relevant
• Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others and maintaining them over

Work Styles

• Integrity - Job requires being honest and ethical.
• Attention to Detail - Job requires being careful about detail and thorough in completing work
• Dependability - Job requires being reliable, responsible, and dependable, and fulfilling
• Cooperation - Job requires being pleasant with others on the job and displaying a good-natured, cooperative
• Concern for Others - Job requires being sensitive to others' needs and feelings and being understanding and helpful on the

Work Values

• Relationships - Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co- workers, Moral Values and Social
• Support - Occupations that satisfy this work value offer supportive management that stands behind Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.
• Working Conditions - Occupations that satisfy this work value offer job security and good working Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions.
• Achievement - Occupations that satisfy this work value are results oriented and allow employees to use their strongest abilities, giving them a feeling of accomplishment. Corresponding needs are Ability Utilization and Achievement.
• Independence - Occupations that satisfy this work value allow employees to work on their own and make Corresponding needs are Creativity, Responsibility and Autonomy.

Interests

• Conventional - Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with Usually there is a clear line of authority to follow.

• Enterprising - Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.
• Social - Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to
• Realistic - Realistic occupations frequently involve work activities that include practical, hands-on problems and solutions. They often deal with plants, animals, and real-world materials like wood, tools, and Many of the occupations require working outside, and do not involve a lot of paperwork or working closely with others.
• Investigative - Investigative occupations frequently involve working with ideas, and require an extensive amount of thinking. These occupations can involve searching for facts and figuring out problems

An Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.