Administrative Assistant

Montage International•Newport Beach, CA

16d•$24 - $24

About The Position

The Administrative Assistant is an essential member of the team. This role aids the Director of Marketing & Communications, Director of Rooms, and Director of Sales & Marketing by completing tasks in a timely and accurate manner. We are seeking a qualified individual to provide support to the leadership team with their skills and professionalism. Manage multiple priorities in a fast-paced hospitality environment. This role will include a wide variety of administrative functions across all disciplines and report to the Director of Marketing & Communications.

Requirements

High School Diploma or equivalent is required, Bachelor’s Degree preferred
Two (2) plus years’ experience in an administrative role within an upscale hotel
Strong customer service skills
Proficiency with Microsoft Office products; Word, Excel, PowerPoint, and Outlook, Opera preferred
Excellent verbal and written communication skills required
Knowledge of resort operations preferred
Position requires exerting well-paced mobility as well as the ability to maneuver between functions occurring simultaneously.
Must be able to bend, stoop, squat and stretch to fulfill tasks.
Must be able to lift up to 15-40 lbs. on a regular and continuing basis.
Requires manual dexterity, grasping, writing, standing, sitting, walking, repetitive motions, bending, and climbing.

Responsibilities

Performing clerical duties such as typing, filing, copying, emailing, answering and responding to telephone calls and messages
Coordinating meetings and recording minutes
Scheduling travel arrangements when needed
Preparing departmental communication pieces
Ordering office supplies and ensuring that the departments are adequately stocked
Entering data for select invoices and products
Assisting in scheduling interviews and training for new hires
Unifying and maintaining all internal documents
Responding to visitors and guest requests, questions, and concerns
Facilitating resolution when possible or referring individuals to the appropriate manager
Responding to social reviews as outlined by Montage International Guidelines. Including but not limited to Medallia, TripAdvisor, Booking.com, Expedia, etc.
Responding to or assign responses to Medallia reviews.
Prepare, track, and redeem Gift Certificates - as approved to DOSM and GM.
Monitoring PNB Information email inbox with responses in 24 hours
Communication with Ownership and Montage International for VIP reservations
Prepare the Internal Associate daily newsletter - weekly
Assist in creating room and dining reservations as requested by the Executive Committee Members
Assisting Sales with rooms assignments, group reservations and resumes
Communicate effectively with various departments to ensure alignment and efficiency.
Prepare and distribute weekly Managers Meeting deck.
Assist Director of Sales & Marketing and Director of Marketing & Communications with weekly/monthly PowerPoint presentations.
Other duties and tasks as assigned and needed.