Executive Assistant to Managing Director

ABOUT BHC :

Our vision is to enrich lives and inspire connection. Through intentional hospitality, we create extraordinary experiences to serve our colleagues, communities, and guests. Through impeccably designed spaces, quality-driven experiences, unwavering commitments to community and wellbeing, and a people-first approach, BHC will reimagine the art of hospitality by continually upholding a culture of excellence that challenges the status quo.

JOB DESCRIPTION :

The Executive Administrative Assistant acts as an administrative office assistant to the Managing Director and provides administrative support to the Planning Committee.

DUTIES & RESPONSIBILITIES :

• Extensive administrative duties and responsibilities; communication and distribution of daily / weekly / monthly reports and correspondence to the executive office and ownership, as well as handling confidential material and information.
• Manage Outlook calendar schedules and appointments for the Managing Director and ensure that all directors and managers receive messages and appointments in a timely manner.
• Manage all professional, business, and administrative activities for the Managing Director and independently respond and react to incoming correspondence and communication, and take proactive action on behalf of the Managing Director.
• Coordinate all travel arrangements, including reservations for airline, dining, car and hotel.
• Correspond with hotel guests on behalf of the Executive Office.
• Order office supplies as necessary to ensure the continuous efficiency of the team.
• Providing unique services that are above and beyond for guest satisfaction and retention
• Act as a liaison between department heads and the Managing Director.
• Support financial planning and budgeting for assigned departments.
• Support team training, development, and performance evaluations.
• Event Planning and Meeting Coordination – responsible for overseeing all aspects of the event from concept development to execution, managing the budget, selecting venues, coordination with vendors, preparing agendas, gathering necessary materials, taking minutes, and following up on action items, all while staying within the event scope and timeline.
• Manage the Corporate Credit Card
• Additional software that we use – Info / HMS (reservation system) RESY (dining reservation software), Alice (work tickets, guest room dining requests), OnTrack (Labor reporting), Expensify (expense reports), YIPY (quality assessment)
• Leadership – motivating the colleagues and leaders, to achieve goals while helping others grow and develop.
• Knowledge of Forbes Hospitality Standards
• Empowerment to make executive decisions quickly that align with the company vision, mission, and values.
• Manage the Lobby Greeter Schedule for Leadership presence in the hotel

REQUIRED SKILLS & EXPERIENCE :

• Must have a high level of attention to detail and the ability to multitask.
• High level of written and verbal communication skills.
• High level of computer proficiency; specifically with Microsoft Office (Excel, Windows, Outlook, PowerPoint, and Publisher).
• The ability to work in a fast-paced high pressured work environment, while executing delegated tasks and assignments.
• Highly motivated self-starter, fast learner, and focused on quality, organization, integrity, guest service, and teamwork.
• Leadership and Team Development : Ability to inspire and manage diverse teams effectively.
• Operational Expertise : In-depth knowledge of Rooms division and Food & Beverage operations
• Problem-Solving : Proactive approach to resolving guest and operational issues.
• Discretion and ability to maintain confidentiality
• Professional demeanor and strong interpersonal skills

PHYSICAL REQUIREMENTS :

The physical demands described here are representative of those that must be met by a colleague to successfully perform the essential functions of this job :

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to lift, push, pull objects up to 15lbs.
• Walking all areas of the hotel for quality checks

CLOSING DETAILS :

BHC is an equal employment opportunity employer. Employment decisions are based on merit and business needs, and are not based on race, color, sex (including pregnancy, childbirth, and related medical conditions), citizenship status, national origin, ancestry, gender identity or expression, sexual orientation, age, religion, creed, physical or mental disability, marital status, veteran status, uniformed service, political affiliation, genetic information, or any other factor or characteristic protected by applicable law.