Executive Assistant

Provide a variety of secretarial and administrative support to Vice President level and the team in the Americas Region and assist in completing and/or coordinating activities related to assigned special projects to ensure department objectives are achieved. Serve as a resource for the assigned department or unit, answering questions and providing general program information or follow up as needed. Maintain departmental paperwork, files, logs, and reports, and assist in creating or researching pertinent information for the manager.

Your day to day

• Maintain team member’s appointment calendar; arrange hotel accommodations, travelling schedules and visa applications; expense claims, co-ordinate telephone calls, set up and maintain filing systems, update contacts listing. Other administrative duties such as ensuring that invoices/bills are accurate; proper coding and forwarding of invoices to accounts payable. Compile data if necessary for reports to include creating spreadsheets or databases for maintaining and reporting management/project information.
• Complete and/or coordinate activities related to assigned special projects; assist in establishing project timetables, action steps and status updates; follow-up, as appropriate, to ensure timely execution to meet established deadlines.
• Research and compile a variety of moderately complex data to include creating spreadsheets or databases for maintaining and reporting management information; may require some analysis of data.
• Prepare a variety of departmental reports and/or presentations, gathering, and summarizing information from various sources as requested; may create and format reports and presentation materials utilizing various spreadsheet graphics, and/or statistical software as needed.
• Monitor and report variances to departmental budgets or track departmental spend information to help maintain operating controls.
• Answer inquiries related to daily activities/programs of work area, and act as a liaison between assigned work area and internal or external contacts to convey appropriate information. Respond to and/or resolve internal/external inquiries regarding problems or complaints as needed. Maintain a consistent, high quality customer-focused orientation, including providing clear, accurate information; explaining procedures or materials or providing supplemental information; anticipating problems or questions; or referring customers to appropriate contacts within the unit, department, or division.
• Monitor costs of projects and ensure that invoices/bills are accurate; ensure proper coding and forwarding of invoices to accounts payable; maintain tracking and reporting systems, if appropriate.
• Compose and prepare clear and concise correspondence as requested or required. Review documents, logs, reports or other work products for typographical accuracy and format.
• Provide administrative support to manager or managers within assigned work area. Organize and expedite flow of work for manager; follow-up on pending matters; communicate and interpret manager's instructions; and communicate information to staff or clients in manager’s absence. Maintain manager's appointment calendar; coordinate telephone calls, incoming mail; set up and maintain filing systems, etc. May review, track data from, complete and/or monitor staff itineraries, calendars, expense reports, or other functional reports as needed.
• Perform other administrative support duties as assigned to facilitate the smooth operation of the assigned work area. Prepare reports, charts, presentation data, or logs as required and according to established specifications. Copy, route, and file appropriate documents in an accurate and timely manner. Identify and assist in planning for the acquisition of supplies, equipment, facilities, and services necessary to maintain an efficient operation.
  
  

What We Need From You

• Strong PC skills including software packages (i.e. Microsoft Word, Excel, PowerPoint, graphic, etc.).
• Effective oral and written communication skills. Detail oriented.
• Good problem-solving skills. Detail oriented.
• Strong organizational and work coordinating skills to handle multiple assignments and projects.
• Ability to type 65 wpm.
• High School Diploma or equivalent combination of education and work-related experience.
• At least 5 years previous secretarial/admin experience at executive level (3 years as Personal Assistant).
  
  

Location – Atlanta, GA; Our hybrid work structure is an expectation of three (3) days a week in office. This expectation may be adjusted to evolve with the changing needs of the business.

The hourly range for this role is $16.16 to $38.50. This role is also eligible for bonus pay (as applicable). We offer a comprehensive package of benefits including paid time off, medical/dental/vision insurance, 401K, and other benefits to employees.  

At IHG Hotels & Resorts, we work together to deliver True Hospitality for Good on a global scale. With corporate offices and over 6,000 hotel destinations worldwide, a career at IHG is the perfect way to broaden your horizons. You’ll experience our unique culture and brilliant colleagues who will support and inspire you. With a host of corporate opportunities to choose from, wherever you are on your career journey, and whatever you want to achieve there’s Room for You at IHG.

Over recent years, we’ve transformed our company. We have bold ambitions to drive performance and maintain our relentless focus on growth in order to be the hotel company of choice that guests & owners love.

We are a hospitality business at our core and value connections and being together helps us foster a unique sense of belonging that also supports productivity. That’s why here at IHG, we give our colleagues flexibility and balance – working in a hybrid way, blending office and remote working collectively. We recognise that every role is different, that’s why leaders work with teams to determine how and when they collaborate.

We provide a wide range of benefits designed to help you live your best work life. These include impressive room discounts across our many properties, recharge days and volunteering days throughout the year. Through our myWellbeing framework, we are committed to supporting wellbeing in your health, lifestyle, and workplace. We offer a unique and inclusive culture, where there is always Room for You to belong, grow and make a difference.

Our mission is to welcome everyone and create inclusive teams where we celebrate difference and encourage colleagues to bring their whole selves to work. IHG Hotels & Resorts provides equal employment opportunities to applicants and employees without regards to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other category protected by applicable laws. We promote a culture of trust, support, and acceptance. Always welcoming different backgrounds, experiences, and perspectives.

Don't quite meet every single requirement, but still believe you'd be a great fit for the job? We'll never know unless you hit the 'Apply' button. Start your journey with us today.

Important information:

• The salary range listed is the lowest to highest pay scale we, in good faith, believe we would pay for this role at the time of this posting. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee’s pay position within the pay range will be based on several factors, including relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, shift, travel requirements, sales or revenue-based metrics, and business or organizational needs.
• No amount of pay is considered to be wages or compensation until it is earned, vested, and determinable. The amount and availability of any bonus, commission, or other form of compensation allocable to a particular employee remain in the Company's sole discretion unless and until paid and may be modified at the Company’s sole discretion, consistent with the law.
• If you require reasonable accommodation during the application process, please click here.
• IHG does not accept applications, inquiries, or unsolicited CVs/resumes from staffing or recruiting agencies. Please click here for our agency policy.
• If you are a resident of or applying to a job opening in the State of Washington, please click here to read about applicable benefits.