Executive Administrative Assistant

Job Description

Job Description

Join Ithaka Hospitality Partners on an Exciting Journey!

Are you ready to be part of something extraordinary? Ithaka Hospitality Partners is seeking passionate and talented individuals to join our dynamic team at Elevation Convening Center & Hotel-a purpose-driven, sophisticated destination offering stunning views of downtown Montgomery, AL.

We are currently hiring for an Executive Administrative Assistant , a key role that supports our leadership team and plays an essential part in the smooth operation of our property. This position offers the opportunity to contribute behind the scenes to a world-class hospitality experience-ensuring professionalism, precision, and excellence in every detail.

Job Summary:

The Executive Administrative Assistant provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical and support functions such as preparing correspondence, receiving visitors, arranging conference calls, resolving guest issues, managing appointments, scheduling meetings, and assisting with special events.

• Provide executive-level support to the Hotel General Manager.

• Welcome guests, clients, and meeting planners in person or by phone.

• Manage appointments and daily agenda; schedule in-house and off-site meetings in a courteous and professional manner.

• Plan travel arrangements, including flights, lodging reservations, and transportation. Prepare detailed itineraries.

• Draft, organize, and distribute pre- and post-meeting reports and meeting minutes.

• Resolve guest issues in a timely and professional manner; follow up to ensure complete guest satisfaction.

• Draft letters, gift certificates, welcome notes, and other documents on behalf of leadership.

• Coordinate VIP arrival amenities, gifts, and some reservations. Collect guest preferences and distribute accordingly.

• Always maintain guest confidentiality.

• Handle office-related duties including printing, faxing, copying, scanning, laminating, and binding.

• Organize and maintain files, records, and recap documents.

• Coordinate reservations and ensure guest history is accurate and up to date.

• Collect recaps from special events and ensure the master recap binder is current and organized.

• Gather monthly reports from Rooms departments and distribute them to the General Manager.

• Attend meetings and record minutes as needed.

• Ensure hours of operation are accurate across all platforms (e.g., websites, TripAdvisor, Facebook, OpenTable).

• Order office supplies for all departments.

• Prioritize all telephone calls, in-person visitors, and scheduled appointments.

• Ensure all guest requests and complaints (QIAFs) in KYC are addressed, closed, and completed.

• Manage guest profiles in KYC for upcoming arrivals; review prior complaints, requests, and preferences for actionable items.

• Respond to social media comments on behalf of the General Manager.

• Perform other related duties as assigned.

• Strong organizational and time management skills.

• Excellent verbal and written communication skills.

• Keen attention to detail, with strong reporting, critical thinking, and multi-tasking abilities.

• Ability to manage a multi-line phone system.

• Basic knowledge of dining room service procedures.

• Ability to perform under pressure and remain professional during high-volume periods.

• Proficiency in Microsoft Office Suite or similar software.

• High school diploma or equivalent required.

• Prior hospitality experience preferred.

• Prolonged periods of sitting at a desk and working on a computer.

• Must be able to lift up to 15 pounds at times.

Ithaka Hospitality Partners was founded as a premier partner in the hospitality management industry, focused on driving loyalty and creating enhanced experiences for our guests, team members, and owners.

We are committed to long-term partnerships between all stakeholders, creating a true alliance partnership unique in our industry. Through strong, enduring relationships with our partners, streamlined operations and the highest level of engagement, we deliver strategic and tactical methods to achieve overall profitability, guest satisfaction and employee loyalty.

We believe in serving our guests, team members, investors, owners, and partners with honesty, integrity and uncompromising quality. Ithaka boasts a high level of involvement with all aspects of hospitality management, and provides a clear vision with a commitment to bringing that vision to life. Our business acumen coupled with our deep understanding of the hospitality industry at a global level sets us apart.

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.