Hotel Carmichael - Administrative Assistant

Coury Hospitality•Carmel, IN

4d•Onsite

About The Position

The Administrative Assistant supports the General Manager (GM) and the GM’s team by completing administrative responsibilities, including organizing, composing, and distributing correspondence to employees and guests. The position also assists department heads and corporate teams with human resources, accounting, licensing, and other administrative needs. The role has access to confidential information and requires maintaining confidentiality at all times.

Requirements

Maintain confidentiality when handling confidential information.
Have a polished and professional appearance and demeanor in person, online, and over the phone.
Demonstrate excellent written and verbal communication skills.
Provide customer service that exceeds expectations for customer satisfaction and retention.
Be proficient in Microsoft Excel, Word, and PowerPoint, and comfortable learning new software and systems.
Have highly developed organizational skills and strong attention to detail.
Be able to handle stressful situations and deadlines.
Have 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.
Be able to stand for extended periods; walk, push, lift up to 25 pounds, bend, reach, stoop, kneel, or crouch.

Nice To Haves

Bilingual ability.
Luxury hotel experience.

Responsibilities

Support the GM with calendar scheduling, correspondence, incoming and outgoing telephone calls, filing, meeting agendas, and meeting minutes.
Manage the GM’s calendar and communicate the GM’s 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 GM and, when necessary, other department members; assist callers and greet vendors and guests.
Create purchase orders for the GM and Engineering; prepare expense reports and expedite reimbursements.
Assist the GM with quality control by proofreading, editing, and ensuring the accuracy of written documentation.
Manage the GM’s expense receipts, track travel, and prepare expense reports as needed.
Enter invoice data and scan and send invoices to corporate accounting 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 the property.
Assist the Corporate Director of Human Resources during on-property new-hire orientation, benefits enrollment, and 401(k) meetings.
Assist department heads in maintaining required state and federal licenses, including ABLE and insurance.
Perform other duties as assigned by the GM or Corporate Controller.