What are the responsibilities and job description for the Executive Administrative Assistant position at PEABODY MANAGEMENT INC?
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.
- Prepare daily/weekly departmental payroll records and submit to General Manager.
SECONDARY JOB FUNCTIONS
- Order refreshments for designated meetings.
- Support other departments as needed/assigned
