Hotel Executive | Administrative Assistant

Omni Hotels & Resorts•Fort Lauderdale, FL

About The Position

The Hotel Executive Administrative Assistant supports the General Manager and the Executive Operating Committee by handling administrative duties for the Executive Office. The role manages calendars, appointments, communications, reports, confidential documents, mail, check deposits, reservations, travel arrangements, guest relations, and records. It also coordinates VIP and corporate visits, supports phone coverage for executive and sales offices, and participates in associate events and activities.

Requirements

At least one year of administrative experience and/or customer-service experience involving consistent guest interaction and guest-resolution responsibilities.
High school education required.
Ability to communicate clearly and pleasantly in spoken and written English with guests, management, and coworkers, including by email, telephone, and two-way radio.
Ability to handle stressful situations while maintaining a calm and welcoming demeanor.
Ability to work cohesively with coworkers within and outside the department.
Ability to prioritize, organize, and follow up on requests and needs in a fast-paced environment.
Ability to evaluate alternative actions quickly and accurately and identify and solve problems as needed.
Customer-service orientation and a desire to create memorable guest experiences.
Ability to input information accurately and efficiently into computer systems; intermediate computer skills and proficiency with Internet Explorer and Microsoft Office.
Strong verbal and written communication skills.
Ability to maintain confidentiality and exercise sound judgment when handling sensitive matters.
Ability to move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance.
Ability to bend, reach overhead, kneel, and use stairs.
Ability to stand, walk, or sit for an extended period or an entire work shift.
Ability to perform repetitive motions, including using a telephone or computer for an extended period or an entire shift.

Nice To Haves

Hotel experience is strongly preferred.
A college degree is preferred.

Responsibilities

Act as assistant to the General Manager and provide support to the Executive Operating Committee.
Handle extensive administrative duties, including distributing daily, weekly, and monthly reports and correspondence to the corporate office and ownership, handling confidential information, distributing mail, and making daily accounts-receivable check deposits.
Manage Outlook calendars and appointments for the Executive Office and ensure directors and managers receive messages and appointments promptly.
Create and modify Opera reservations as directed by the General Manager or Executive Office.
Send amenities and welcome cards to VIPs and special guests as directed by the General Manager.
Obtain approval signatures for check requests, expense reports, project expenditure approval forms, performance evaluations, and other confidential correspondence, and distribute the documents promptly.
Coordinate travel arrangements for executives, managers, corporate visitors, and ownership visits through the approved online site.
Manage day-to-day guest and corporate guest relations, external guest correspondence, and internal communications, including Daily Medallia Reports, Trip Advisor, ELMER, Synergy input and reports, and Guest Alerts.
Maintain guest-relations files containing relevant correspondence, letters, faxes, emails, guest folios, gift certificates, and other information.
Maintain the Gift Certificate Log, including value, purpose, and issue and redemption dates.
Coordinate reservations, transportation, golf, amenities, and in-house meetings and events for VIP, corporate, and ownership visits.
Maintain reader files for upcoming meetings, VIP guests, meetings, and events.
Assist with phone coverage for the executive and sales offices.
Participate in resort associate events and activities committees.
Perform other duties as assigned by management.