What are the responsibilities and job description for the Administrative Assistant (Hotel Operations) position at Anglo-Eastern?
About Anglo-Eastern
Are you interested in joining a global leader in ship management and an industry powerhouse with a family feel? Headquartered in the vibrant city of Hong Kong, we've been at the helm of the maritime industry for 50 years, with our comprehensive suite of services encompassing all aspects of ship management, crew management, cruise management and technical services across all vessel types and sizes. Our reach is truly worldwide, with a presence in over 29 locations across Asia-Pacific, Europe, and the Americas. At Anglo-Eastern, we're more than just a service provider; we are innovators, problem-solvers, and pioneers, that are progressively setting the standard so that we can shape a better maritime future.
The Administrative Team
We are a group of passionate individuals where efficiency, organization, and seamless operations are our top priorities. Our department plays a crucial role in supporting the overall functioning of Anglo-Eastern. We provide essential administrative and logistical support to all teams and individuals across the organization. We are dedicated to ensuring that all administrative tasks and processes run smoothly, allowing our employees to focus on their core responsibilities and achieve optimal productivity. Our team thrives on innovation, subject matter expertise and constant learning. We have a culture that encourages collaboration, values individual contributions, and champions personal growth and development.
What You Will Do
The position will be responsible for creating documents, operating office equipment, distributing internal and external mailings, and performing other ad hoc daily office tasks. These tasks include but are not limited to database system maintenance, typing, filing, heavy inter-department communication, reporting, administrative writing, computer, managing processes, organization, analyzing information, problem solving, supply management and verbal communication.
The Administrative Assistant reports to the Vice President Hotel Operations.The Administrative Assistant position is Exempt under the Fair Labor Standards Act (FLSA).
The KPIs for the Administrative Assistant are, but are not limited to, the following in the Hotel Operations area:
- Timely distribution of monthly KPI report
- Timely distribution of accurate minutes of various meetings
- Timely distribution of Future Cruises Occupancy Report
- Liaison between the corporate office, Charterers and vessels
- Updating Cloud Server with Standard Operating Policies and Procedures
- Creating/updating all printed materials used by the vessels
Key responsibilities:
Preparation of monthly KPI reports
Send, forward and respond to email inquiries and communications in a timely fashion
Maintain shipboard Head of Department (HOD) rotation schedule
Respond to and manage requests for guests with special needs coming from clients
Manage guest special requests (room preferences, dietary needs, etc.)
Assist in arranging onboard special celebrations and events (vow renewals, birthdays, cocktail parties, anniversary dinners, honeymoons)
Communicate pre-cruise details to vessel regarding guests’ manifests, special requests, dietary needs
Communicate issues to various departments as needed either as FYI or as an issue that needs resolution and completion
Continuously create, review and monitor files to ensure accurate information is provided in the Cloud as well as specific vessel folders
Develop and implement standards, for all printed materials seen by our Guests
Ensure that all printed materials seen by our Guests are correctly typeset, edited, and printed onboard are according to Anglo-Eastern Leisure Management’s graphics standards and in keeping with Company’s standards
Assist with various program operations as requested as responsibilities permit
Contribute to team effort by accomplishing related results as needed
Manage inquiries
Receive and respond to correspondence
Furnish information in a timely manner
Convey messages to concerned individuals
Communicate instructions or requests from the VP Hotel Operations and Director of Culinary Operations to various individuals and/or departments to obtain or relay information
Assist the Management team with administrative duties as requested (VP Hotel Operations and Director of Culinary Operations)
Assist with database management for quality assurance.
Type word process documents as needed.
Maintain appropriate interpersonal relationships with employees, peers, and consumers.
Contributes to team effort by accomplishing related results as needed.
Performs any other duties as assigned by the Vice President Hotel Operations. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor or management.
Other duties as assigned.
What We Are Looking For
- Experience in general office procedures
- Computer literate
- Knowledge of principles of office management
- Operation of standard office equipment
- Ability to handle several situations at once with confidence
- Capable of working independently and as a team
- Flexibility and adaptability
- Organizing and planning skills
- Attention to detail
- Excellent written and oral communication skills
- Ability and willingness to work cooperatively with others
- Stress tolerance
- Computer applications skills (MS Outlook, Word, Excel, PowerPoint, Publisher, Adobe Illustrator)
- Multi-tasking abilities and good follow-up skills.
The ideal candidate will possess a solid foundation of the responsibilities/qualifications required in the role. In addition, they will exemplify Anglo-Eastern’s values, be a team player and exhibit passion for making a meaningful impact. The right behaviours can often outweigh a specific skill set or experience and we are committed to developing and providing the right training, coaching and experiences for candidates to be successful.
What We Offer
We aim to provide a dynamic, inclusive, and rewarding work environment where your ideas are valued, your professional growth is nurtured, and you are able contribute to shaping the future of the maritime industry and keeping the world connected. This meaningful and rewarding role provides:
- A unique opportunity to work with a global company with a family feel, who is a recognised leader in ship management
- Development and mentorship to support your professional aspirations
- A culture of professional excellence, employee care and well-being and fun
- A competitive compensation and benefits package.
We believe in the potential of our team members and are dedicated to fostering careers, not just jobs. If the above energises you, we invite you to apply and join our team!
CV to Anne Thibault at thibaulta@angloeastern.com
