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Executive Adminisrative Assistant

Expired Job

Noble House Hotels And Resorts Naples , FL 34102

Posted 3 months ago

JOB OVERVIEW:

Provide administrative support for the Managing Director and Director of Sales and Marketing and Director of Rooms including typing, computer input, filing, tracing, answering telephones (for entire office as required), printing reports, purchasing orders, maintaining manager files and departmental records/logs.

REPORTS TO: Managing Director, Director of Sales and Marketing, Director of Rooms

WORK ENVIRONMENT: Executive offices.

Job involves working:

  • under variable temperature conditions (or extreme heat or cold).

  • under variable noise levels.

  • outdoors/indoors.

  • KEY RELATIONSHIPS:

  • External: Hotel guests/visitors, civic organizations, media, travel industry, food and wine industry, job applicants, trade associations, other hotel executives, vendors, owners representatives, corporate office personnel.

  • Internal: General Manager, Executive Committee Members, all Department Managers and Assistants, Director of Rooms, Director of Sales and Marketing.

  • QUALIFICATIONS

Essential:

  • High school graduate or equivalent

  • Minimum 1 year experience in Resort / Hotel

  • Compute accurate mathematical calculations

  • Experience with Microsoft Office, Word, Excel, PowerPoint, Adobe.

  • Fluency in English both verbally and non-verbally.Desirable:

  • College degree.

  • Certification of previous training in computers.

  • Previous guest relations training.

  • Familiarity with preparing statistical reports.

  • PHYSICAL ABILITIES

Essential:

  • Exert physical effort in transporting 20 pounds.

  • Endure various physical movements throughout the work areas.

  • Reach 3 feet.

  • Remain in stationary position for 3 hours throughout work shift.

  • Satisfactorily communicate with guests, management and co-workers to their understanding.

  • ESSENTIAL JOB FUNCTIONS

  • Assist Group Sales and Catering Team with site visits, amenity requests, sales correspondence and ensure resort is well represented and brand compliant.

  • Professional telephone techniques a must.

  • Inform manager of all scheduled appointments, traces and follow-up items.

  • Maintain Expense Binder, Group Rooms Control, Catering Pace, Group Pace and Productivity with adequate knowledge of Delphi sales reporting tool and Knowland, reader board service.

  • Maintain office machines including copier, fax machine, postage meter, etc.

  • Monitor receptionist to ensure the correct use of telephone procedures, guest greeting, appropriate dress, etc.

  • Gather, sort and log all incoming / outgoing mail and monitor pick-up times, postage stamp meter, receipts, etc.

  • Monitor overnight mail, including proper labeling, receipts, shipping information and pick-up times.

  • Coordinate marketing/sales/member events in collaboration with relative departments.

  • Assist in making travel arrangements for executive staff members and Sales and Catering team.

  • Handle all V.I.P. reservations by completing V.I.P. reservation form and follow appropriate procedure defined in SOP.

  • Handle all complimentary room requests according to SOP.

  • Handle all gift certificate requests including preparing letter for GC, copying, distribution and more.

  • Ensure that the appropriate VIP's receives a VIP amenity and fill out appropriate form noting the specifics.

  • Assist Director of Sales and Marketing with Sales related correspondence, Public Relations/Media requests, Marketing Requests including Print and Digital Advertising and Social Media analyltics.

  • Compose responses to Guest stays including Trip Advisor under guidance of Director of Rooms and Director of Sales & Marketing.

  • Attend meetings and take and distribute minutes.

  • Handle confidential correspondence according to the SOP.

  • Proof and edit all copy for printed material.

  • Maintain, follow and update Form processing Manual.

  • Maintain sales & catering reader files.

  • Determine and maintain administrative file system for resort.

SECONDARY JOB FUNCTIONS

  • Assist Director of Catering and Convention Services

  • Order refreshments / prepare Banquet Event Orders for designated meetings.

STANDARD SPECIFICATIONS

The above list of duties and responsibilities is not intended to be exclusive, other responsibilities, skills,

duties, requirements, efforts, or working conditions associated with the job may be required from time to

time. While this job description is intended to be an accurate reflection of the current job, management

does reserve the right to revise or alter the duties of the job either temporarily or permanently as required.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees or guests.

A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.


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Executive Adminisrative Assistant

Expired Job

Noble House Hotels And Resorts