Executive Administrative Asst / HR Coordinator

Omni Hotels & Spas•Tucson, AZ

About The Position

The Executive Administrative Assistant / HR Coordinator provides administrative support to the General Manager and HR Director and assists with coordinating Human Resources functions. The role supports hotel operations, executive scheduling, guest and corporate relations, travel and event arrangements, confidential documentation, and HR administration. It also helps promote associate engagement, recognition, and Omni culture on the property.

Requirements

Minimum of 3 years of experience.
Associate degree.
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Strong written and verbal communication skills in English, including the ability to communicate clearly and pleasantly with guests, management, and coworkers in person and by telephone.
Ability to work in a fast-paced, high-pressure environment while completing delegated tasks and assignments.
Strong computer skills, including advanced proficiency in Microsoft Office, Internet research, and the ability to learn new software quickly.
Ability to work independently and successfully complete projects with minimal oversight.
Exceptional organizational skills and the ability to prioritize and multitask effectively.
Self-motivated and focused on quality, organization, guest service, and teamwork.
Ability to maintain a professional appearance and create a welcoming environment for potential and current associates.

Responsibilities

Provide extensive administrative support to the General Manager, including distributing reports and correspondence to the corporate office and ownership, handling confidential information, distributing mail, and depositing accounts-receivable checks.
Obtain approvals and signatures for check requests, expense reports, personnel information forms, project expenditure approval forms, performance evaluations, and other confidential correspondence, and distribute documents promptly.
Manage Executive Committee schedules and ensure directors and managers receive messages and appointment information in a timely manner.
Manage day-to-day guest and corporate guest relations, external guest correspondence, internal communications, and related reports and systems, including Daily Medallia Reports, ELMER, Synergy, and Guest Alerts.
Maintain complete guest-relations files and the gift-certificate log, including certificate value, purpose, issue date, and redemption date.
Coordinate travel arrangements, transportation, golf, amenities, in-house meetings, and events for VIPs, corporate visitors, and ownership visits.
Maintain reader files for upcoming meetings, VIP guests, meetings, and events.
Maintain hotel licenses, permits, contracts, and certificates of insurance.
Assist Accounts Payable with monthly reconciliation of transportation billing, the American Express air-travel ledger, and the Nextel/Sprint phone bill.
Maintain Nextel communications for managers and supervisors, including ordering, coding, and billing.
Participate in resort associate events and activities committees and perform other duties assigned by management.
Professionally and warmly greet guests to ASC and provide administrative support to the HR Director.
Assist with recruitment by pre-screening applicants for line-level positions, scheduling interviews with department hiring managers, posting open positions, and maintaining the open-position listing.
Generate and analyze complex reports and queries in Ultipro.
Oversee Power of Engagement tracking and the assigned property's Omni Hotels & Resorts LMS System in Dayforce.
Prepare New Hire Orientation and facilitate assigned orientation sections; assist with processing new-hire paperwork.
Maintain department logs, binders, employee files, and documentation tracking; enter and maintain related information in Dayforce (HRIS).
Develop associate communications through the weekly newsletter, monthly calendar, bulletin boards, posters, and flyers.
Answer phone and email inquiries, type memos and other correspondence, maintain office supplies and equipment, and collect, sort, and distribute office mail.
Participate in planning and executing Human Resources associate events.
Champion Omni culture on the property and promote opportunities within the hotel and company.
Support a culture of praise and recognition by helping implement employee recognition programs.