What are the responsibilities and job description for the Executive Administrative Assistant position at Peabody Hotels & Resorts?
Provides administrative support for the President Peabody Hotels & Resorts, General Manager, including dictation, computer input, filing, answering telephones (for entire office as required), printing reports, maintaining manager files and departmental records/logs. Will provide administrative support to other key executives.
JOB OVERVIEW:
Provides administrative support for the President Peabody Hotels & Resorts, General Manager, including dictation, computer input, filing, answering telephones (for entire office as required), printing reports, maintaining manager files and departmental records/logs. Will provide administrative support to other key executives.
REPORTS TO: General Manager.
SUPERVISES: N/A.
WORK ENVIRONMENT:
Executive offices.
Job involves working:
- indoors.
KEY RELATIONSHIPS:
Internal: General Manager, Executive Committee Members, all Department Managers and Assistants, Secretarial staff.
External: Hotel guests/visitors, civic organizations, media, travel industry, food and wine industry, job applicants, trade associations, other hotel executives, vendors, owners’ representatives and corporate office personnel.
ESSENTIAL JOB FUNCTIONS
- Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
- Maintain complete knowledge of correct maintenance and use of equipment. Use equipment only as intended.
- Anticipate guests’ needs, respond promptly and acknowledge all guests, however busy and whatever time of day.
- Maintain positive guest relations at all times.
- Resolve guest complaints, ensuring guest satisfaction.
- Monitor and maintain cleanliness, sanitation and organization of assigned work areas.
- Access all functions of computer.
- Set up workstation with necessary supplies and resource materials.
- Complete supply requisitions and submit to General Manager; stock office supplies upon receipt.
- Answer telephone according to Peabody Service Excellence® practices.
- Record messages.
- Screen calls for General Manager as requested.
- Make telephone calls to specified individuals as requested by the General Manager.
- Greet all individuals arriving at executive offices and assist with their needs.
- Document and maintain appointment calendar for General Manager.
- Arrange meeting room requirements as requested by the General Manager.
- Establish and maintain filing procedures.
- Retrieve and distribute departmental mail.
- Prepare check log for accounts receivable and advance deposits; deliver checks daily to cashier.
- Process requests for overnight mail and other delivery/messenger services.
- Prepare and send faxes; receive and distribute faxes to appropriate personnel.
- Make photocopies.
- Type correspondence, memos and reports.
- Attend designated meetings, take minutes, transcribe and distribute.
- Document all guest requests/complaints and communicate such to respective personnel for proper handling. Follow up on guest satisfaction.
- Input comment card information of analysis; run end of month reports; distribute to Executive Committee. Follow up where required.
- Coordinate and process invitations to General Manager's welcome party and Chef's tables.
- Prepare complimentary gift certificates.
- Enter VIP reservations.
- Enter General Manager's requests for complimentary room reservations.
- Coordinate requests for employee discounted rooms.
- Complete and distribute amenity request forms; follow up on any changes.
- Perform notary duties.
- Maintain a current manual on all departmental forms and form letters with instructions.
- Coordinate service repairs for office equipment, ensuring minimal costs.
- Prepare work orders for maintenance repairs and distribute to Engineering. Monitor completion of work orders submitted.
- Coordinate travel arrangements, hotel reservations and car rentals as required for the General Manager's business travel needs.
- Coordinate floral and other vendor amenity requests with authorized suppliers.
- Maintain confidentiality and security of specified hotel information, correspondence, reports and files.
SECONDARY JOB FUNCTIONS
- Order refreshments for designated meetings.
- Support other departments as needed/assigned
QUALIFICATIONS
Essential:
- College graduate.
- Previous administrative support experience.
- Compute accurate mathematical calculations.
- Fluency in English, both verbal and written.
- Ability to:
- perform job functions with attention to detail, speed and accuracy.
- prioritize and organize.
- take shorthand or speedwriting.
- transcribe letters using a word processor.
- type 60 wpm accurately.
- be a clear thinker, remaining calm and resolving problems using good judgment.
- follow directions thoroughly.
- understand guests’ service needs.
- work cohesively with co-workers as part of a team.
- work with minimal supervision.
- maintain confidentiality of guest information and pertinent hotel data.
- satisfactorily communicate with guests, management and co-workers in a courteous, empathetic and discreet manner.
- maintain regular and punctual attendance.
- adhere to Peabody grooming standards.
- exemplify Peabody Service Excellence®.
Desirable:
- Experience with MS Office Suite.
- Previous guest relations training.
- Previous experience in hospitality industry, preferably a 4 star hotel.
- Certified notary public.
PHYSICAL ABILITIES
Essential:
- Exert physical effort in transporting/lifting up to 25 pounds.
STANDARD SPECIFICATIONS
Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees or guests.
A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions.
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.
