Executive Administrative Assistant

Job description

JOB SUMMARY
The overall objective and purpose of the Administrative Assistant position are to provide administrative support to one or more Corporate Executives. The incumbent is responsible for developing strong communication and relationships internally and externally in support of the Kessler Collection as well as proactively communicating, responding to questions and requests, solving problems, providing information, maintaining and organizing data, and protecting the integrity of all parties. They are to demonstrate Kessler's Values of Teamwork, Integrity, Profitability, Enriching, and Relentless as well as Service Standards at all times to ensure a positive environment.
CORE RESPONSIBILITIES

-Primary duties, responsibilities, and tasks include, but are not limited to the following:


-Conducts themselves in a highly ethical and professional manner maintaining confidentiality and protecting the integrity of the Kessler Collection.
-Maintains confidentiality and security of hotel and Grand Performer information, correspondence, reports and files.
-Provides timely communication and promotes positive relations with Grand Performers, Guests and Vendors.
-Prepares and sends correspondence as required by General Manager and HR Director; receive and distribute correspondence to appropriate personnel.
-Prepares correspondence, memos and reports as assigned according to hotel standards.
-Ensures appropriate follow up with General Manager and HR Director.
-Maintains complete knowledge in the use of all office equipment, computers and manual systems.
-Maintains complete knowledge and complies with all hotel and department policies and procedures.
-Displays a professional and organized work station, maintaining cleanliness throughout shift.
-Completes supply requisitions and submits to General Manager; stocks office supplies upon receipt.
-Answers telephone within 3 rings and records messages legibly and completely using correct salutations and telephone etiquette.
-Makes telephone calls to specified individuals as requested by the General Manager and the HR Director.
-Greets all individuals arriving at executive offices courteously and assists with their needs.
-Checks guests in and out of PMS.
-Maintains filing and filing procedures.
-Updates and distributes The Kessler Connection daily.
-Processes requests for overnight mail and other delivery/messenger services as well as retrieves and distributes property mail.
-Codes invoices in accounting system.
-Forwards all guest comment cards to the General Manager; prepares response letters and follows up as requested per standard procedures.
-Assists with recruitment and other HR related tasks assigned by HR Director on a daily, weekly and monthly basis.

-Strong written, verbal, and interpersonal communication skills
-Comprehensive knowledge of Microsoft Office software including, but not limited to Word, Excel, PowerPoint, and Outlook
-Ability to create, update and distribute routine reports and correspondence
-Ability to speak effectively and professionally with individuals or groups inside and outside of the organization
-Must have the ability to prioritize, organize, and act efficiently and with urgency
-Ability to manage multiple priorities and tasks at any given time

-Associate's degree (A. A.) or equivalent from two-year college or technical school - required - OR
-Six months to one year related experience and/or training - required - OR
-Equivalent combination of education and experience - required

-No direct reports

-Must be comfortable working in shared spaces
-Must be able to cope with frequent changing priorities and deadlines with a high degree of optimism, professionalism & collaboration
-The majority of time will be spent indoors

-While performing the duties of this job, the incumbent is regularly required to sit, stoop, bend and crouch
-Push, pull, and lift up to 25lbs
-Reach with hands and arms, use fingers to handle or feel
-Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust and focus
-While performing the duties of this job, the incumbent is required to speak and hear