Administrative Assistant

Live! By Loews-Arlington, TX treats guests to an unprecedented upscale experience that blends sports and entertainment with first-class hospitality and superior amenities. Ideally positioned between the new Texas Rangers’ ballpark and Dallas Cowboys’ Stadium, the 302-room hotel boasts an infinity-edge pool, a rooftop terrace and floor-to-ceiling windows that offer sweeping views of the Arlington Entertainment District.

This position provides administrative support for a Regional Executive and his/her department. In addition to editing documents, filing and scheduling, the position performs duties such as coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, coordinating all regional directors schedules, regional GM calls and regional staff updates as well as working on special projects. S/he will answers non-routine correspondence and assemble highly confidential and sensitive information.

Essential Functions And Responsibilities

• Schedules and organizes activities such as meetings, travel, conferences and department activities, prioritizing inquiries and requests, and handling conflicts as they arise, with minimal guidance, and making judgments and recommendations as necessary to ensure smooth day-to-day operations
• Manages electronic mail and keeps calendar updated to facilitate appointment and meeting schedules
• Responsible for the maintenance of the department budget to include coding invoices, preparing expense reports, investigating payment inquiries and budget variances
• Establishes, develops, maintains and updates filing system and a database of business contacts. Retrieves information from files when needed.
• Organizes, prioritizes and act as a gate keeper for large volumes of information and calls.
• Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
• Answers phones for supervisor and department. Takes messages or fields/answers all routine and non-routine questions. Works with Regional team to coordinate information for VPO.
• Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents, chiefs, Regional Team, General Managers and present and future owners. Handles confidential and non-routine information and explains policies when necessary.
• Prepares and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy
  
  

Supportive Functions And Responsibilities

• Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of supervisor, which may include: planning and coordinating multiple presentations, disseminating information, coordinating information for development projects, monthly reports, budgets, financial reporting, GM meetings, Regional projects and other projects as directed by supervisor.
• Other duties as assigned
  
  

Qualifications

• Strong organizational and time-management skills, with the ability to effectively prioritize minimum supervision
• Proficient in MS Office
• Excellent written and oral communication skills
• Ability to maintain and protect confidentiality of all information, including but not limited to hotels, owners and corporate operations
• Hospitality operations or administrative support experience preferred
  
  

Education:

• High School Diploma Required, Bachelor's degree preferred
  
  

Experience:

• Three years of administrative experience required. Five years of related experience preferred.