Executive Assistant

Azul Hospitality•Koloa, HI

6d•Onsite

About The Position

The Executive Assistant will assist the General Manager, Sales Team, and designated staff members by performing administrative duties. Responsibilities include receiving guests, answering incoming calls, handling guest complaints, maintaining filing systems, managing schedules for appointments, travel, and meetings, acting as a liaison with departments, and maintaining a professional environment. This role will also attend Staff Meetings and hotel-wide meetings. Confidentiality and integrity are of utmost priority. The position requires providing client support, generating reports, processing group contracts, developing and maintaining client files, overseeing input of group reservations, creating group booking links, maximizing room revenues by following group reservation due dates, acknowledging calls promptly, providing reservation details for group resumes, meeting with meeting planners, interacting with the front office team regarding group arrivals/departures and billing, handling hotel gift certificate sales and donation requests, maintaining employee files and time/attendance reporting, assisting with new employee onboarding, and tracking associate reviews, anniversaries, birthdays, and incentives. The role also involves developing and maintaining strong interdepartmental relationships and open communication lines. Supportive functions may include assisting with guest inquiries, following company and safety/security policies, reporting maintenance issues, and performing other reasonable job duties as requested.

Requirements

Prior experience in an administrative role required.
Must be able to travel on occasion, as needed.
Must be able to speak, read, write, and understand the primary language used in the workplace.
Requires good communication skills, verbal, written and electronic.
Considerable knowledge of complex mathematical calculations and computer programs.
Must have excellent leadership capability and customer relations skills.
Must be detail oriented with outstanding organizational and communication skills.
Must possess intermediate computer skills.
Intermediate excel skills (VLOOKUPs and Pivot Tables).
Ability to analyze, foresee user needs, and makes judgments to ensure proper tools are provided at property level.
Ability to effectively deal with internal and external customers some of whom will require high levels of patience, tact and diplomacy and collect accurate information to resolve conflicts.
Knowledgeable about basic function of Windows OS, MS Office, PMS, PBX, Key system and POS.
Must have valid driver license and meet the companys insurance requirements for operation of motorize or electrical vehicles.
Self-driven and able to work independently.
Exceptionally strong in issue resolution and proven analytical skills with a strong attention to detail.
High school or equivalent education required.
Ability to provide and maintain a valid drivers license as the position may require the operation of motorized and electric vehicles.

Nice To Haves

Prior hospitality experience preferred.

Responsibilities

Assist General Manager, Sales Team, and designated staff members by performing administrative duties.
Receive guests, answer incoming calls, and handle guest complaints.
Maintain filing systems and schedules for appointments, travel, and meetings.
Act as a liaison with departments and maintain a professional environment.
Attend Staff Meetings and hotel-wide meetings.
Provide client support, including processing leads, investigating program issues, and sending collateral materials.
Generate reports as needed.
Process turnover of all signed Group contracts.
Develop and maintain client files.
Oversee accurate input of Group Reservations into the system.
Create Group Booking Links as needed.
Maximize potential room revenues by following group reservation due dates and contracted room types.
Ensure all calls are acknowledged as quickly as possible.
Provide room/reservation related details for all Group Resumes.
Meet with meeting planners as necessary.
Interact with the front office team on group arrival & departure dates and times, as well as billing patterns.
Handle Hotel Gift Certificate Sales and Donation Requests.
Maintain employee files and time/attendance reporting.
Assist in the onboarding of new employees.
Track associate reviews, anniversaries, birthdays, and due dates.
Track associate incentives for social media and GSS mentions.
Maintain a refreshing attitude focused on positive friendly interactions with guests and staff.
Develop and maintain strong interdepartmental relationships and open communication lines.
Perform all other duties assigned by the General Manager.
Assist with any guest inquiry.
Follow all company and safety and security policies and procedures.
Report maintenance problems, safety hazards, accidents, or injuries.
Perform other reasonable job duties as requested by direct and indirect supervisors.