Executive Assistant to the Executive Office

SUMMARYPerform day-to-day administrative functions of the Executive Office and insure an effective and efficient level of communication and coordination within the organization. Oversee common administrative functions that include correspondence, office telephone communications and responses. Establish and maintain general and specific office procedures, records, reservations, reports and logs. Coordinate the office to insure effectiveness and establish lines of communication with key managers to insure efficient flow of information.ESSENTIAL DUTIES AND RESPONSIBILITIESMaintain a consistently professional presence in the Executive officeAssist with scheduling appointments and travel, answering phones, relaying messages for the GM and Dir of RoomsProvide direct support to the General Manager and Director of Rooms, including personal matters, managing work calendar, travel accommodation and events, producing correspondence and reports, and scheduling hotel meetingsCommunicate and coordinate with department leaders to collect data and information to prepare reports and presentationsCoordinate the visits of VIP guests, ensuring they receive the highest level of serviceServe as a principal source of information for the team and organize and implement administrative systems and proceduresHandle highly confidential/private mattersAssist with presentations for townhall, ownership and corporateManage Trust You, TripAdvisor, Google, etc. responses.Resolve online and in-house guest complaints when neededAssist and keep a track of the LQA and Forbes internal auditsPresent action plans when neededPrepare the welcome letters for guestsPick up and deliver internal mailFirst hand contact with ownership, asset management, corporate and residentsPhotocopy, distribute, and file all letter/email correspondence for complaint/compliment letters, comment cardsControl the complimentary nights guest certificatesManage all guest correspondence for the Executive Office and any compensation letters from the Front Office or F&BAssist Corporate office representative and Dir of Rooms with problem resolutionMaintain lobby ambassador, leadership schedule in orderAssist operational departments with projects and collateral as requested by the GM or Dir of RoomsAssist with external and internal requests for preferential room rates, VIP reservations for rooms and dinning.Organize itineraries for incoming VIP’s in collaboration with GM or Dir of RoomsAssist Concierge and VIP coordinator with any special guest requests or needsOrder VIP amenities generated from the Executive officeMaintain the office supply inventoryMaintain the confidentiality of all correspondence and communication within the officeCompile, take and send out the minutes for meetings that are requestedAs required, assist other department such as sales or PR for client relation eventsBe available with prior notice to have flexible working hours for morning and evening work related activitiesAssist the Human Resources office with administrative assistance when necessary.Perform other hotel tasks as assignedAssist with presentations for townhall, ownership and corporateManage Trust You, TripAdvisor, Google, etc. responses.Resolve online and in house guest complaints when neededAssist and keep a track of the LQA and Forbes internal auditsPresent action plans when neededWhat is in it for you:Salary Range: USD$80,000 to USD$90,000 grossDiscounted hotel rooms, food & beverage rates and spa services to employees at our sister properties around the globeDuty meal in our staff cafeteria and dry cleaning of work attireLearning programs through our Academies to promote growth and development so that you can perform at your full potentialOpportunity to develop your talent and grow within your property and across the world!Ability to make a difference through our Corporate Social Responsibility activities, like Planet 21 and WATCH