What are the responsibilities and job description for the Administrative Assistant - Historic Hotels position at Preferred Travel Group?
GENERAL SUMMARY
The Administrative Assistant provides the first impression of the company by greeting and communicating with hotel members, visitors, and all levels of Preferred Travel Group Associates. The Administrative Assistant interacts with all levels of our organization providing administrative support to the Historic Hotels. Proactive thinking and the ability to work independently with multiple departments is necessary. This person must be well organized, flexible and enjoy administrative challenges.
ORGANIZATIONAL RELATIONSHIP
Under the supervision of the Senior Vice President, Operations – Historic Hotels, the Administrative Assistant works with all departments in an administrative support role. This role has telephone and personal contact with hotel members, vendors, Associates, and the general public, including special projects as needed.
DUTIES & RESPONSIBILITIES
A. Greet guests in a professional manner, offer refreshments and extend assistance where appropriate.
B. Ensure general appearance and organization of reception area and boardroom. Ensure materials displayed are consistently updated.
C. Handle daily mail and packages. Assist with daily packages sent via UPS.
D. Daily oversight of common areas: kitchens, meeting rooms, and mail room. This includes ensuring inventory levels are maintained and ordering supplies as necessary as well as processing associate requests. Including the maintaining of inventory of collateral pieces.
E. Assist with special projects to assist all departments as requested and in a timely manner. Projects include data entry, data compilation, in-office meeting support, and additional administrative duties as required.
F. Facility Assistance: create and follow up on service calls regarding building.
G. Set up desk area for new hires. Schedule guest offices for visiting associates.
H. Work with Member Services on database updates regularly.
I. Respond to consumer inquiries through our websites, phone calls etc.
QUALIFICATIONS
• Minimum 1 year administrative experience
• Strong knowledge of MS Office, Advanced Excel, Word, PowerPoint and Outlook experience
• SharePoint and CRM experience a plus
• College Degree
• Strong verbal and written communications
• Must be exceedingly well organized and flexible
• High level of professionalism, ability to deal with all levels of clients, staff, and company leadership
WORKING CONDITIONS
Working environment is located in one of the most distinct and highly appointed office buildings in Washington, DC. This the candidate is expected to be in the office at least 4 days a week, from 8:30 to 5:30 with an hour lunch, with one day a week allowed to be remote.
DISCLAIMER
The above information on this description has been designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.
