Executive administrative assistant Jobs in Montgomery, AL

Job Description

Job Description

Job Summary :

The Executive Administrative Assistant provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical and support functions such as preparing correspondence, receiving visitors, arranging conference calls, resolving guest issues, managing appointments, scheduling meetings, and assisting with special events.

Executive Admin Duties & Responsibilities :

• Provide executive-level support to the Hotel Manager, Food & Beverage Director and Culinary Director in a professional manner.
• Welcomes guests, clients, and meeting planners by greeting them in person or on the telephone.
• Manage appointments and daily agenda, schedule in-house and off-site meetings in a courteous manner.
• Plan travel arrangements, including flights, lodging reservations, and transportation. Prepare detailed itineraries.
• Draft, organize, and distribute pre and post-meeting reports and meeting minutes.
• Resolve guest issues in a timely and professional manner. Follow up to ensure complete guest satisfaction.
• Draft letters, gift certificates, welcome notes, and other documents on behalf of leadership roles.
• Coordinates VIP arrival amenities, gifts, and some reservations. Collect guest preferences and distribute accordingly.
• Always maintain guest confidentiality.
• Handles office-related duties : printing, faxing, copying, scanning, laminating, and binding.
• Organize and maintain files, records, recaps, etc.
• Assist with special events.
• Coordinate reservations and keep guest history accurate and clean.
• Collect recaps from special events and ensure the master recap binder is kept up to is date and organized.
• Collect monthly reports from Food & Beverage departments and distribute them to the Food & Beverage Director and Director of Culinary Operations.
• Collecting monthly reports from Rooms departments and distributing them to Hotel Manager.
• Attend various meetings and take minutes of the necessary meetings.
• Ensure menus are updated, printed, and distributed accurately.
• Ensure hours of operation are accurate on websites, TripAdvisor, Facebook, Open Table, etc.
• Order office supplies for departments.
• Prioritize all telephone calls, in-person visitors, and scheduled appointments.
• Ensure all guest requests and complaints (QIAF's) in KYC are closed and completed.
• Manage profiles in KYC for arriving guests. Review previous complaints / requests / preferences for actionable items.
• Respond to social media comments for the Hotel Manager and Director of F&B.
• Performs other related duties as assigned.

Private Dining Responsibilities :

Required Skills & Abilities :

Education & Experience :

Physical Requirements :

An Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.