Hotel Executive | Administrative Assistant

Omni Hotels & Spas•Fort Lauderdale, FL

About The Position

The Hotel Executive Administrative Assistant handles administrative duties for the General Manager and Executive Office, acting as an assistant to the General Manager and supporting the Executive Operating Committee. The role manages communications, reports, correspondence, schedules, reservations, travel arrangements, guest relations, records, and approval documents, including confidential materials. It also supports executive and sales office phone coverage and participates in resort 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.
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 alternatives, act quickly and accurately, and identify and solve problems as needed.
Customer-service orientation and a desire to create memorable guest experiences.
Ability to enter information accurately and efficiently into computer systems, with intermediate computer skills and proficiency in 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, use stairs, and stand, walk, or sit for extended periods or an entire work shift.
Ability to perform repetitive motions, including using a telephone and computer for extended periods or an entire shift.

Nice To Haves

Hotel experience.
College degree.

Responsibilities

Provide administrative assistance to the General Manager and support the Executive Operating Committee.
Prepare, communicate, and distribute daily, weekly, and monthly reports and correspondence to the corporate office and ownership.
Handle confidential materials and information, distribute daily mail, and make daily checks of accounts receivable 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.
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, and corporate visitors 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 and ensure they contain relevant correspondence, letters, faxes, emails, information, guest folios, and gift certificates.
Maintain the Gift Certificate Log, including value, purpose, and issue and redemption dates.
Coordinate arrangements for VIP, corporate, and ownership visits, including reservations, transportation, golf, amenities, and in-house meetings and events.
Maintain reader files for upcoming meetings, VIP guests, meetings, and events.
Assist with phone coverage for the executive and sales offices.
Participate in associate events and activities committees within the resort.
Perform other duties as assigned by management.