Executive Administrative Asst / HR Coordinator

Omni Hotels & Resorts•Tucson, AZ

2d•Onsite

About The Position

The Executive Assistant & HR Coordinator handles administrative duties for the General Manager and HR Director and assists with coordinating the Human Resources department. The role supports resort operations through executive administration, guest and corporate relations, travel and meeting coordination, recordkeeping, and communications. It also supports HR operations, including recruitment, reporting, new-hire onboarding, employee records, associate communications, events, recognition programs, and HRIS data entry.

Requirements

At least 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 pleasantly and clearly 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 complete projects with minimal oversight.
Exceptional organizational skills and the ability to prioritize and multitask effectively.
Motivated, quality-focused approach to 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, handling confidential materials, 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 materials promptly.
Manage Executive Committee schedules and communicate messages and appointments to directors and managers.
Manage day-to-day guest and corporate guest relations, correspondence, and communications, including Daily Medallia Reports, ELMER, Synergy entries and reports, and Guest Alerts.
Maintain guest-relations files and Gift Certificate Logs.
Coordinate travel arrangements, reservations, transportation, golf, amenities, and in-house meetings and events for VIPs, corporate visitors, and ownership.
Maintain reader files for meetings, VIP guests, 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.
Greet guests at ASC and provide administrative support to the HR Director.
Assist with recruitment by prescreening applicants for line-level positions, scheduling interviews, 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 Omni Hotels & Resorts LMS System for the assigned property in Dayforce.
Oversee preparation for New Hire Orientation and facilitate assigned sections; assist with processing new-hire paperwork.
Maintain department logs, binders, and employee files, and enter and maintain associated data 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 HR associate events and oversee the documentation tracking process.
Promote Omni culture and career opportunities, and support a culture of praise and recognition through employee recognition programs.