Executive & HR Administrative Assistant

An inspiring career awaits you!  The Kessler Collection is a portfolio of luxury boutique hotels, unique restaurants and experiences with a Bohemian twist. The collection's captivating hotels feature curated art, original music, unique architecture and stories around every corner, all located in destinations people want to be. Our mission of inspiring places, intuitive service, and exuberant guests means we are committed to our Grand Performers learning, development, and well-being. We believe people want to be inspired!

Grand Performers may enjoy a range of benefits, including:

• Marriott Employee Discounts Worldwide
• Competitive Wage & Discretionary Bonus Program
• Medical, Dental, Vision Insurance
• Company-Sponsored Life Insurance
• Short & Long-Term Disability Insurance
• Tuition Reimbursement Program
• 401(K) with Discretionary Company Matching Contributions
• Employee Assistance Program

Purpose / Objective

The Administrative Assistant’s primary responsibility is to provide administrative support to the Corporate Operation Executives by proactively communicating, responding to questions and requests, solving problems, providing information, maintaining and organizing data, and protecting the integrity of all parties.

Standards & Culture

Individuals must serve as a cultural ambassador by upholding and promoting our standards.

• Image & Presence: Our team is sophisticated and purposeful in their communication and body language.
• Service: Intuitive. Our team inspires the guest (and Grand Performer) experience with warmth and deliberate elegance.
• Performance: Extraordinary. Our team rises to outperform and consistently be at our best for even better.

Areas of Responsibility (AOR)

Primary areas of responsibility include, but are not limited to the following:

• Conducts themselves in a highly ethical and professional manner maintaining confidentiality and protecting the integrity of the Kessler Collection.
• Maintains confidentiality and security of company and Grand Performer information, correspondence, reports and files.
• Assist in maintaining and updating the Executive Team’s calendars
• Coordinate travel arrangements for Operations, Accounting, HR, and Prospect Grand Performers
• Provides timely communication and promotes positive relations with Grand Performers, Guests and Vendors.
• Prepares and sends correspondence as required by the Operations team; receive and distribute correspondence to appropriate personnel.
• Prepares correspondence, memos and reports as assigned according to company standards.
• Ensures appropriate follow up with Executive team.
• Maintains complete knowledge in the use of all office equipment, computers and manual systems.
• Maintains complete knowledge and complies with all hotel and department policies and procedures.
• Displays a professional and organized workstation, maintaining cleanliness throughout shift. 
• Answers telephone within 3 rings and records messages legibly and completely using correct salutations and telephone etiquette.
• Makes telephone calls to specified individuals as requested.
• Greets all individuals arriving at executive offices courteously and assists with their needs.
• Runs reporting as needed for Operations Team.
• Assists in creating and distributing Company Donations as needed by the properties and executive team.
• Serves as the guest/property point of contact for Gift Cards through Givex.
• Processes requests for overnight mail and other delivery/messenger services as well as retrieves and distributes property mail.
• Prepare and complete expense reports for the Operations department as needed
• Codes invoices in accounting system.
• Assists with recruitment and other HR related tasks assigned by HR Director on a daily, weekly and monthly basis.
• Assists in planning all cultural events.

Knowledge / Skills / Abilities (KSA)

To perform this role successfully, an individual must have experience achieving desired result(s) in their areas of responsibility. The requirements listed below are representative of observable behaviors and essential knowledge, skill, and abilities required of a successful incumbent.

• Strategic business leader - Works strategically to devise plans in alignment with organizational goals.
• Cultivates engagement - Builds loyalty to the company and not to themselves. Proven ability to host/facilitate effective meetings, motivate teams to produce results with tight timeframes while simultaneously managing several projects.
• Generates alignment - Ensures proper time and effort is spent to build high level performance and consistency throughout collection.
• Leads with courage - Provides a culture of accountability.
• Execution of plans - Utilizes our systems, tools and resources to accomplish results and achieve goals.
• Proven experience providing effective written, verbal, and interpersonal communication.
• Comprehensive knowledge of Microsoft Office software including, but not limited to Word, Excel, PowerPoint and Outlook.
• Ability to create, update and distribute routine reports and correspondence.
• Ability to speak effectively and professionally with individuals or groups inside and outside of the organization.
• Proven ability to prioritize, organize, and act efficiently and with urgency.

Minimum Qualifications

Education, License, Certifications, Experience

• Bachelor’s degree in business or equivalent combination of education and experience - preferred
• 1 years of Executive Assistant or similar experience – preferred
• Human Resource experience – preferred
• Hospitality industry experience – required

Work Environment / Conditions

The work environment/conditions described herein are representative of those that an incumbent may experience.

• Must be comfortable working in a shared space, with constant noise, without the use of a private office.
• Must be able to cope with frequent changing priorities and deadlines with a high degree of optimism, professionalism & collaboration.
• Schedules may vary from week to week based on business demands in excess of 40 hours with or without notice.
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Physical Demands

The physical demands described herein are representative of those that must be met by an incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions & physical demands of this role.

• While performing the duties of this job, the incumbent is regularly required to move 10lbs on a daily basis.
• Push, pull, and lift up to 50lbs on a weekly basis.
• While performing the duties of this job, the incumbent is regularly required to travel by foot, car, bus, airplane or other means of transportation which require sitting, waiting and standing for long and short periods of time.