Hotel Carmichael - Administrative Assistant

Coury Hospitality•Carmel, IN

About The Position

The Administrative Assistant supports the General Manager and the hotel team by handling administrative responsibilities, correspondence, office operations, guest and vendor interactions, expense reporting, invoice processing, and human resources documentation. The role requires maintaining confidentiality and supporting quality control and accurate written documentation. The position also assists department heads with employee paperwork, personnel files, and required state and federal licensing. It may support the Corporate Director of Human Resources during on-property orientation, benefits enrollment, and 401(k) meetings. Other duties may be assigned by the General Manager or Corporate Controller.

Requirements

Maintain confidentiality when handling confidential information.
Present a polished and professional appearance and demeanor in person, online, and by phone.
Excellent written and verbal communication skills.
Ability to provide customer service that supports customer satisfaction and retention.
Proficiency in Microsoft Excel, Word, and PowerPoint, and comfort learning new software and systems.
Strong organizational skills and attention to detail.
Ability to handle stressful situations and deadlines.
Two years of experience in administrative assistance, clerical services, or a related professional area, or a two-year degree from an accredited university in Secretarial Studies, Business Administration, or Hotel and Restaurant Management.

Nice To Haves

Bilingual ability.
Luxury hotel experience.

Responsibilities

Support the General Manager with calendar scheduling, correspondence, telephone calls, filing, meeting agendas, and meeting minutes.
Manage the General Manager’s calendar and communicate their whereabouts as needed.
Perform general office duties, including ordering supplies, distributing mail and paychecks, and creating and maintaining files and records.
Assist with reservations and travel arrangements.
Serve as receptionist for the General Manager and, when necessary, other department members; assist callers as required.
Greet vendors and guests.
Create purchase orders for the General Manager and Engineering.
Manage expense receipts, prepare expense reports, and expedite reimbursements; track travel as needed.
Assist with quality control and proofread, edit, and verify the accuracy of written documentation.
Enter invoice data and send scans to the corporate accounting team by email, fax, or mail as needed.
Assist department heads with new-hire paperwork and send it to the Corporate Director of Human Resources in a timely manner.
Maintain employee files on property.
Assist the Corporate Director of Human Resources during on-property new-hire orientation, benefits enrollment, and 401(k) meetings.
Assist department heads with maintaining required state and federal licenses, including ABLE and insurance documentation.
Perform other duties as assigned by the General Manager or Corporate Controller.