Executive Administrative Assistant | Full Time

Omni Hotels & Spas•Asheville, NC

7d•Onsite

About The Position

To handle all administrative duties as required by the General Manager and Executive Office. This role involves extensive administrative duties and responsibilities, including communication and distribution of reports and correspondence, handling confidential material, managing calendars, creating reservations, sending amenities, obtaining signatures for various requests, coordinating travel arrangements, managing guest relations, and maintaining various logs and files. The position also assists with phone coverage and participates in associate events.

Requirements

Minimum one-year administrative experience and/or customer services role with consistent guest interaction and guest resolution responsibilities.
High school education required.
Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management, and co-workers.
Ability to handle stressful situations, while maintaining a calm and welcoming demeanor.
Ability to work cohesively with co-workers both within and outside of your department.
Ability to prioritize, organize and follow up on requests and needs in a fast-paced environment.
Able to evaluate and select among alternative courses of action quickly and accurately, identifying and solving problems as necessary.
Customer service oriented with a desire to create memorable guest experiences.
Ability to accurately and efficiently input information into computer systems (intermediate computer skills with proficiency in Internet Explorer and Microsoft Office).
Strong verbal and written communication skills.
Maintain confidentiality and exercise sound judgment when handling sensitive matters.

Nice To Haves

Hotel experience strongly preferred.
College degree preferred.

Responsibilities

Act as assistant to the General Manager and support to the Executive Operating Committee.
Handle extensive administrative duties and responsibilities.
Communicate and distribute daily/weekly/monthly reports and correspondence to the corporate office and ownership.
Handle confidential material and information.
Manage Outlook calendar schedules and appointments for the Executive Office.
Ensure directors and managers receive messages and appointments in a timely manner.
Create and modify reservations in Opera as directed.
Send amenities and welcome cards to VIP’s and special guests.
Obtain signatures of approval for internal and external routing of check requests, expense reports, project expenditure approval forms (PEA), performance evaluations, and other confidential correspondence.
Distribute approved documents in a timely and efficient manner.
Coordinate travel arrangements for Executives, Managers, and Corporate visitors.
Manage day-to-day guest and corporate guest relations.
Manage all external guest correspondence and internal communications.
Process Daily Medallia Reports, Trip Advisor, ELMER, Synergy input and Reports, and Guest Alerts.
Maintain guest relations files and ensure all information is included.
Maintain Gift Certificate Log.
Coordinate all travel arrangements including reservations, transportation, golf, amenities, and in-house meetings and events for VIP’s, corporate and ownership visits.
Maintain reader files for upcoming meetings, VIP guests, meetings, and events.
Assist with phone coverage for executive and sales offices.
Participate in associate events and activities’ committees within the resort.
Perform other duties as assigned by management.