Executive Administrative Assistant/VIP Manager

JOB SUMMARY:

The Executive Administrative Assistant/VIP Manager is responsible for providing secretarial, clerical, and administrative support to ensure that services are provided in an effective, efficient and luxurious manner. The role will be integral to the success of our hotel. The Executive Administrative Assistant will be expected to provide high-level administrative assistance to the Managing Director of the hotel.

JOB RESPONSIBILITIES:

• Completes a broad variety of administrative tasks for the Managing Director and General Manager including: managing an extremely active calendar of appointments, composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents and reports for internal and client meetings.
• Manages communication regarding donation requests, reservations requests, PR requests; and guest feedback medias including internal created programs and external such as Trip Advisor, Yelp, etc.
• Manage the Preferred Hotels requests.
• Represents and acts as point of contact for all special guest requests or complaints for the Managing Director and General Manager with immediacy.
• Establish and maintain contact for all VIP Guest pre and post stay.
• Ensures all VIP experience, reservations, programs, and expectations are met and executed. From the initial contact to arrival, and post stay communications.
• Manages special public relations projects identified by Managing Director and General Manager.
• Manages contacts using Outlook to conduct up-to-date database entry, tracks relations, and correspondence.
• Accurately manages expense reports for the Managing Director and General Manager.  
• Maintains confidentiality and uses a high degree of discretion.
• Prepares for meetings by ordering lunch, booking conference rooms, and setting up projector or video conferencing units as needed.
• Uses Outlook, Word, Excel, and PowerPoint to produce materials for internal and external meetings and conferences.
• Writes error-free emails and letters for various events and announcements.
• Attends meetings, takes notes; and distributes meeting minutes, agendas and meeting packages.
• Provides a bridge for smooth communication between the Managing Director, General Manager, and internal departments.
• Assist in the planning and preparation of meetings, conferences, and conference telephone calls.  
• Perform other related duties as required.

SKILLS AND EDUCATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required

• 5-7 Years of professional experience in an executive assistant role preferred.
• The ability to operate computerized accounting, spreadsheet, and word-processing programs at a highly proficient level.
• Strong verbal and written communication skills.
• Displays engaging interpersonal skills and the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude in the voice of the brand.
• Has strong follow through and follow-up practices pertaining to all hotel or executive office tasks.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Demonstrates leadership to maintain credibility, trust, and support with senior management staff.
• Analytical and problem solving skills.
• Time management skills.

QUALIFICATION:

Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to the safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Note: The responsibilities associated with this job could change from time to time in accordance with Hotel Californian’s business needs. As a team player, I may be required to perform additional and/or different responsibilities from those set forth above.