Hotel Executive Assistant

Potawatomi Casino | Hotel•Milwaukee, WI

14d•Onsite

About The Position

In this fast-paced, high-energy environment where great guest service is essential, how do we ensure all of our hotel guests are happy with our service? As a Hotel Executive Assistant, you will have a genuine passion for guest service, top notch organizational skills, and the ability to interact with guests and team members professionally. While carrying out the job duties listed below, you will contribute to our continued success by demonstrating unsurpassed guest service, a high level of integrity and ethical standards, and personal and professional dedication to our mission, vision, and values.

Requirements

High school diploma or equivalency required.
Two (2) years administrative assistant or related experience required.
Office skills must include the ability to use standard office equipment and ability to demonstrate intermediate knowledge of Microsoft Office specifically Excel, Word, and PowerPoint.
Ability to maintain organization, meet deadlines and possess integrity and discretion in handling confidential information.
Ability to handle multiple projects simultaneously.
Ability to proactively set up meetings with various levels of internal and external attendees while managing varying meeting calendars, locations and accommodations.
Ability to solve practical problems and deal with stress.
Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
Ability to read, analyze and interpret documents.
Ability to write routine reports and correspondence.
Ability to respond to common inquiries or complaints from guests, regulatory agencies or members of the business community.
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.
Ability to define problems, collect data, establish facts and draw valid conclusions.
The ability to communicate effectively before groups of guests or team members of the organization.
The ability to maintain a neat and organized work environment, to work independently with minimal supervision, to handle multiple project simultaneously and to monitor and meet deadlines.
The ability to work irregular hours and extended shifts including late nights, early mornings, weekends, and holidays.
While performing the duties of this job, the team member is required to talk, hear, stand, sit, walk, climb, balance, stoop, kneel, crouch, and move freely throughout the office and property for duration of scheduled shift. The team member is frequently required to use hands to handle or feel objects, tools, or controls, and reach with hands and arms. The team member must be able to operate a personal computer. The team member may be required to lift, carry, push, pull, or move objects up to 10 pounds on a regular basis and up to 25 pounds occasionally. Team member must wear all required Personal Protective Equipment (PPE) while performing job duties. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Nice To Haves

Some higher education preferred.
Previous experience in the hospitality/hotel industry preferred.

Responsibilities

Provide administrative support to the Hotel Director, including composing correspondence and reports, preparing outgoing mail, sorting and routing incoming mail and packages, processing and filing departmental records, scheduling appointments, and maintaining the Director's calendars.
Answer all incoming phone calls, determine the subject matter, urgency, and nature of business, and take and relay messages promptly and professionally. May be required to respond to guest complaints and/or inquiries promptly and courteously, referring to the appropriate individual(s) as needed.
Read and analyze incoming memos, legal documents, submissions, and reports to determine their significance and respond to appropriate parties in a timely and professional manner.
Prepare, draft, and edit reports, memos, letters, and other documents or policy and procedures for the Director and supporting departments.
Create and maintain databases, spreadsheets, graphs, and presentations.
Schedule and coordinate meetings, calendars, and appointments as needed.
Attend required meetings, type, and distribute agendas and minutes.
Perform general office duties such as ordering office supplies and equipment and perform basic recordkeeping.
Copy, file, and retrieve documents, records, and reports as needed.
Conduct research, compile data, and prepare information as requested.
Maintain departmental files.
Act as a liaison between internal staff, outside vendors, and department leaders at all levels.
Support cross-functional projects and initiatives across the Director's areas of responsibility, assisting department leads with reports, meeting agendas, and other administrative tasks as assigned.
Gain and maintain proficiency in all relevant departmental systems to provide seamless administrative support.
Maintain confidentiality and professionalism within the department and the organization.
Perform job duties in full compliance with departmental Internal Controls, policies, procedures, and regulations.
Act as back up for Executive Assistant and perform Executive Assistant duties as assigned.
Perform other duties as assigned.