Hotel Carmichael - Administrative Assistant

Coury Hospitality•Carmel, IN

4d•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative support to the Property General Manager (GM), assisting with daily operations, bookkeeping, and human resources tasks. This role requires maintaining confidentiality, a professional demeanor, excellent communication skills, and proficiency in MS Office. The position also involves direct interaction with vendors and guests, acting as a receptionist, and supporting various departments with administrative needs.

Requirements

Maintain confidentiality of sensitive information.
Exhibit a polished and professional appearance and demeanor in person, online, and via phone.
Excellent communication skills, both written and verbal.
Ability to provide exceptional customer service.
Proficient in MS Excel, Word, and PowerPoint.
Comfortable with learning new software and systems.
Highly organized with strong attention to detail.
Ability to handle stressful situations and deadlines.
2 years of experience in administrative assistance, clerical services, or a related professional area, OR a 2-year degree from an accredited university in Secretarial Studies, Business Administration, or Hotel and Restaurant Management.

Nice To Haves

Bilingual skills
Luxury hotel experience

Responsibilities

Perform administrative functions such as calendar scheduling, correspondence, managing telephone calls, filing, and preparing meeting agendas and minutes.
Assist the GM in managing their calendar and communicating their whereabouts.
Handle general office duties including ordering supplies, distributing mail and paychecks, and maintaining files and records.
Assist with making reservations or travel arrangements.
Serve as a receptionist for the GM and other department members, assisting callers and greeting vendors and guests.
Create Purchase Orders for the GM and Engineering.
Prepare expense reports and expedite reimbursements.
Assist the GM in quality control and proofing/editing written documentation.
Manage GM’s expense receipts and track travel for expense reports.
Perform invoice data entry and scanning for the corporate accounting team.
Assist department heads with new hire paperwork and sending it to the Corporate Director of Human Resources.
Maintain employee files on property.
Assist the Corporate Director of HR during on-site visits for New Hire Orientation, Benefits enrollment, and 401(k) meetings.
Assist department heads with maintaining department-required State and Federal licensing.