Executive Administrative Assistant

Location

Come and join our team at this  605-room convention center hotel in the heart of downtown Oklahoma City.  Our luxury hotel is located next to the Paycom Center(OKC Thunder),  the Oklahoma Convention Center and across the street from the 70-acre Scissortail Park.

The property  includes an all-day dining outlet (Seltzer's Modern Diner), an entertainment sports bar (OKC Tap House), specialty restaurant (Bob's Steak & Chop House), coffee shop (Park Grounds) and a retail outlet (RareBird Gift Shop). Additionally, guests can enjoy a Mokara Spa, fitness center and a rooftop pool and bar (CatBird Seat) complete with a fire pit, outdoor lawn and cabanas. The hotel offers 76,000 square feet of meeting and event space inclusive of a 20,000 square foot ballroom, 10,000 square foot ballroom, and a 4,200 square foot outdoor pre-function space that overlooks the park.

Job Description

The Executive Administrative Assistant supports the General Manager and the Executive Committee.

Responsibilities include managing extensive administrative tasks such as distributing reports and correspondence, handling confidential information, managing schedules, coordinating guest relations, maintaining files, coordinating travel arrangements, and overseeing various communications within the resort. The ideal candidate will be detail-oriented, efficient, and capable of multitasking in a fast-paced environment.

Responsibilities

• Assistant to the General Manager, Director of Rooms and Director Food & Beverage/Supports the Executive Operating Committee.
• Extensive administrative duties and responsibilities; communication and distribution of daily/weekly/monthly reports and correspondence to corporate office and ownership, operation procedures, handling confidential material and information, daily distribution of the mail, daily check deposit of accounts receivables.
• Responsible for obtaining signatures of approval for all internal and external routing of check requests, expense reports, project expenditure approval forms (PEA), performance evaluations and other confidential correspondence as necessary, and distribute in a timely and efficient manner.
• Manage schedules for Executive Committee and ensures that all directors and managers receive messages and appointments in a timely manner.
• Manage day-to-day guest relations and corporate guest relations, all external guest correspondence and internal communications; including Daily Medallia Reports, ELMER, Synergy input and Reports, and Guest Alerts.
• Maintain guest relations files and ensures that all information is included in file, i.e. guest correspondence, letters,emails, information, guest folios, gift certificates, etc.
• Maintain Gift Certificate Log to include value, purpose, date issued and date redeemed.
• Coordinate all travel arrangements including; reservations, transportation, golf, amenities, and in-house meetings and events for VIP’s, corporate and ownership visits.
• Maintain reader files for upcoming meetings, VIP guests, meetings and events, etc.
• Maintain hotel licenses, permits, contracts and certificates of insurance.
• Maintain communications for all managers and supervisors; including ordering, coding and billing.
• Involved in associate events and activities’ committees within the hotel.
• Perform other duties as assigned by General Manager and/or Executive Committee.

Qualifications

• Minimum of 3 years experience or similar Executive Assistant experience highly preferred
• Education – Associate Degree preferred
• A high degree of professionalism is required
• Experience working in a hotel environment required
• Skills: Proficient in Microsoft Office Suite ( Word, Excel, PowerPoint and Outlook)
• Must have the ability to maintain strict confidentiality
• Must be able to manage multiple priorities
• Must be able to type a minimum of 40 wpm.
• Must have excellent and professional written and verbal communication and administrative skills
• Must be highly organized and have the ability to multi-task and shift priorities as needed
• Must have the ability to work extended hours when needed
• Must be able to work independently with minimal supervision
• Must live within 50 miles of Omni Oklahoma City Hotel

Omni Hotels & Resorts is an equal opportunity employer - vets/disability. The EEO is the Law poster and its supplement are available using the following links: EEOC is the Law Poster and the following link is the OFCCP's Pay Transparency Nondiscrimination policy statement If you are interested in applying for employment with Omni Hotels & Resorts and need special assistance to apply for a posted position, please send an email to applicationassistance@omnihotels.com.