Executive Assistant to the Executive Office

AccorHotel•Los Angeles, CA

4d•$80,000 - $90,000

About The Position

SUMMARY Perform day-to-day administrative functions of the Executive Office and insure an effective and efficient level of communication and coordination within the organization. Oversee common administrative functions that include correspondence, office telephone communications and responses. Establish and maintain general and specific office procedures, records, reservations, reports and logs. Coordinate the office to insure effectiveness and establish lines of communication with key managers to insure efficient flow of information. ESSENTIAL DUTIES AND RESPONSIBILITIES Maintain a consistently professional presence in the Executive office Assist with scheduling appointments and travel, answering phones, relaying messages for the GM and Dir of Rooms Provide direct support to the General Manager and Director of Rooms, including personal matters, managing work calendar, travel accommodation and events, producing correspondence and reports, and scheduling hotel meetings Communicate and coordinate with department leaders to collect data and information to prepare reports and presentations Coordinate the visits of VIP guests, ensuring they receive the highest level of service Serve as a principal source of information for the team and organize and implement administrative systems and procedures Handle highly confidential/private matters Assist with presentations for townhall, ownership and corporate Manage Trust You, TripAdvisor, Google, etc. responses. Resolve online and in-house guest complaints when needed Assist and keep a track of the LQA and Forbes internal audits Present action plans when needed Prepare the welcome letters for guests Pick up and deliver internal mail First hand contact with ownership, asset management, corporate and residents Photocopy, distribute, and file all letter/email correspondence for complaint/compliment letters, comment cards Control the complimentary nights guest certificates Manage all guest correspondence for the Executive Office and any compensation letters from the Front Office or F&B Assist Corporate office representative and Dir of Rooms with problem resolution Maintain lobby ambassador, leadership schedule in order Assist operational departments with projects and collateral as requested by the GM or Dir of Rooms Assist with external and internal requests for preferential room rates, VIP reservations for rooms and dinning. Organize itineraries for incoming VIP’s in collaboration with GM or Dir of Rooms Assist Concierge and VIP coordinator with any special guest requests or needs Order VIP amenities generated from the Executive office Maintain the office supply inventory Maintain the confidentiality of all correspondence and communication within the office Compile, take and send out the minutes for meetings that are requested As required, assist other department such as sales or PR for client relation events Be available with prior notice to have flexible working hours for morning and evening work related activities Assist the Human Resources office with administrative assistance when necessary. Perform other hotel tasks as assigned Assist with presentations for townhall, ownership and corporate Manage Trust You, TripAdvisor, Google, etc. responses. Resolve online and in house guest complaints when needed Assist and keep a track of the LQA and Forbes internal audits Present action plans when needed

Requirements

Excellent interpersonal communicative skills and ability to deal effectively with wide range of individuals and personalities. Must be comfortable communicating with affluent persons, aggressive businesspersons, executive level staff, and in handling guest complaints while maintaining composure
Excellent telephone skills, meticulous with regards to messages and funneling the caller to the right source to resolve the problem
5 years hotel experience as a minimum.
Thorough working knowledge of MS Word, Excel, e-mail, and ability to research information on the internet
Demonstrated organizational skills
Must be discreet and able to diffuse difficult situations
Ability to handle multiple tasks
Competency with basic accounting functions
Excellent typing and general secretarial skills
Mature, professional demeanor
Positive attitude
Fluent in English

Nice To Haves

Ability to speak Spanish preferred. Must be able to communicate clearly with colleagues and applicants via phone, face to face, and written means.

Responsibilities

Perform day-to-day administrative functions of the Executive Office
Oversee common administrative functions that include correspondence, office telephone communications and responses
Establish and maintain general and specific office procedures, records, reservations, reports and logs
Coordinate the office to insure effectiveness and establish lines of communication with key managers to insure efficient flow of information
Maintain a consistently professional presence in the Executive office
Assist with scheduling appointments and travel, answering phones, relaying messages for the GM and Dir of Rooms
Provide direct support to the General Manager and Director of Rooms, including personal matters, managing work calendar, travel accommodation and events, producing correspondence and reports, and scheduling hotel meetings
Communicate and coordinate with department leaders to collect data and information to prepare reports and presentations
Coordinate the visits of VIP guests, ensuring they receive the highest level of service
Serve as a principal source of information for the team and organize and implement administrative systems and procedures
Handle highly confidential/private matters
Assist with presentations for townhall, ownership and corporate
Manage Trust You, TripAdvisor, Google, etc. responses.
Resolve online and in-house guest complaints when needed
Assist and keep a track of the LQA and Forbes internal audits
Present action plans when needed
Prepare the welcome letters for guests
Pick up and deliver internal mail
First hand contact with ownership, asset management, corporate and residents
Photocopy, distribute, and file all letter/email correspondence for complaint/compliment letters, comment cards
Control the complimentary nights guest certificates
Manage all guest correspondence for the Executive Office and any compensation letters from the Front Office or F&B
Assist Corporate office representative and Dir of Rooms with problem resolution
Maintain lobby ambassador, leadership schedule in order
Assist operational departments with projects and collateral as requested by the GM or Dir of Rooms
Assist with external and internal requests for preferential room rates, VIP reservations for rooms and dinning.
Organize itineraries for incoming VIP’s in collaboration with GM or Dir of Rooms
Assist Concierge and VIP coordinator with any special guest requests or needs
Order VIP amenities generated from the Executive office
Maintain the office supply inventory
Maintain the confidentiality of all correspondence and communication within the office
Compile, take and send out the minutes for meetings that are requested
As required, assist other department such as sales or PR for client relation events
Be available with prior notice to have flexible working hours for morning and evening work related activities
Assist the Human Resources office with administrative assistance when necessary.
Perform other hotel tasks as assigned

Benefits

Discounted hotel rooms, food & beverage rates and spa services to employees at our sister properties around the globe
Duty meal in our staff cafeteria and dry cleaning of work attire
Learning programs through our Academies to promote growth and development so that you can perform at your full potential
Opportunity to develop your talent and grow within your property and across the world!
Ability to make a difference through our Corporate Social Responsibility activities, like Planet 21 and WATCH

Stand Out From the Crowd

Upload your resume and get instant feedback on how well it matches this job.

Upload and Match Resume