Executive Administrative Assistant

Job Description

Exec Admin Assistant at Planters Inn

Job Description: The role of the Executive Administrative Assistant is to provide administrative, operational, and functional support to the Office of the General Manager, including its oversight responsibilities for all areas of the hotel.

Job Duties:

• Greet persons entering the office, determine nature and purpose of visit, and direct/escort to destination
• Open, read, and prepare answers to routine letters
• Locate and attach appropriate files to incoming correspondence requiring replies
• Take and distribute meeting minutes to appropriate individuals
• Handle and distribute incoming and outgoing mail
• Create and maintain computer- and paper-based filing and organization systems for records, reports, and documents
• Transmit information or documents using a computer, mail, or facsimile machine
• Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software
• Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservations, and answer inquiries from guests
• Operate standard office equipment other than computers such as telephone, fax, photocopier, calculator, and electronic devices 
• Document and communicate all guest requests/complaints to the General Manager
• Follow all company policies and procedures, ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary information, and protect company assets
• Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of other employees
• Speak with others using clear and professional language, and answer telephones using appropriate etiquette
• Welcome and acknowledge all guests according to company standards, anticipate and address guests’ service needs, assist individuals with disabilities, and thank guests with genuine appreciation
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance
• Perform other reasonable job duties as requested by General Manager

Education and Experience:

• High School diploma or equivalent required
• 1 or more years' experience in Admin duties required

Skills & Abilities:

• Computer aptitude
• Attention to detail
• Planning and organizational skills
• Interpersonal skills
• Written and oral communication skills
• Able to work in a fast paced and stressful environment at times
• Able to work overtime when asked

Relationships:

Internal: Hotel Staff:  Provides administrative support, delivers messages, and greets clients.

External: Guest, Visitors:  Greets and ascertains nature of business and leads them to proper employee.

Physical Requirements:

• Ability to sit, stand, talk, hear, reach, grasp and perform repetitive motions.
• Ability to push, pull, lift and carry or otherwise move up to 10lbs

Disclaimer:

This job description is a general representation of the job duties commonly performed; these are not the only duties that a team member will perform and such duties may be modified by the company at any time.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job.