Executive Assistant and Marketing Coordinator

Description

Since 1947, The Colony Palm Beach has been the center of Palm Beach social life hosting-- U.S. Presidents, European Royalty and welcoming travelers from around the world. Be part of a historic, luxury boutique hotel exhibiting polished charm and ambiance only steps away from world-famous shopping and dining on Worth Avenue and the crystal blue waters of the Atlantic Ocean.

For more information visit http://thecolonypalmbeach.com

The Colony Palm Beach is an Equal Opportunity Employer and a Drug Free Work Place.

JOB OVERVIEW:

Performs all administrative functions necessary to support the General Manager, Executive Office, and Marketing.

ESSENTIAL JOB FUNCTIONS:

Performs all administrative and support functions necessary in the Executive and Marketing offices, including but not limited to:

1. answer phones and emails, direct calls to respective department,
2. communicate with guests, clients, personnel, and vendors via emails and phone, 
3. provide information to clients about the hotel, amenities, services, venues,
4. respond to and direct inquiries for the General Manager and Marketing Director,
5. perform executive and food & beverage office administrative duties, manage filing and supplies,
6. contact clients, guests, and vendors to coordinate and schedule meetings,
7. enter information in OpenTable, Delphi, and Rover,
8. provide guest service for all aspects of the business,
9. work with all departments to ensure all executive and F&B requests are handled properly and thoroughly,
10. serve as a liaison between various departments to coordinate schedules, site visits, event details, and marketing and General Manager’s administrative needs,
11. prepare and distribute reports, schedules, meeting minutes, directories, Daily and Lobby Happenings, memos,
12. create and distribute communications pertaining to Marketing and property updates and happenings to all departments,
13. assist with preparing schedules and reviewing time sheets,
14. communicate updates to personnel,
15. assist with VIP and guest recognition program,
16. maintain a master guest amenity spreadsheet,
17. monitor supplies inventory and order office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions,
18. contact vendors and service providers to schedule office equipment maintenance and repairs,
19. prepare and process purchase orders and expense reports, submit invoices,
20. assist with the distribution of documents to all departments,
21. serve as a liaison between various departments to coordinate details,
22. prepare reports, presentations, and letters,
23. assist with mail, shipments, copying, and scanning,
24. schedule meetings and appointments, attend meetings, chair meetings, type and distribute meeting minutes,
25. manage filing systems,
26. manage and update databases and systems,
27. book accommodations and transportation,
28. manage and coordinate gift cards and certificates,
29. assist with planning and execution of company events, including employee events,
30. ensure security, integrity and confidentiality of data,
31. maintain a safe and secure working environment,
32. participates and assist all department, as needed, in special projects,
33. monitor and maintain the cleanliness of the executive and F&B areas,
34. successful completion of all required training/certifications,
35. notify management of any pertinent information related to shift or guest activities in a timely manner to allow for the appropriate follow-up as required to successfully resolve any guest situations,
36. maintain knowledge of all safety and emergency procedures and is aware of accident prevention policies; report accidents, injuries, and unsafe work conditions to the supervisor or manager,
37. handle emergency calls,
38. remain, at all times, attentive, friendly, helpful, and courteous to all guests, clients, vendors, managers, and fellow employees,
39. ensure that the appropriate level of confidentiality and security for all guests and company information is achieved, aiding in creating a feeling of comfort and confidence for guests,
40. maintain high standards of personal appearance and grooming, which include wearing proper uniform and a name tag when working,
41. perform other duties as assigned.

SECONDARY JOB FUNCTIONS:

1. Assist with the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.

Qualifications

Salary : $20