Administrative Assistant to General Manager

Summary

The ideal candidate will be experienced in handling a wide range of administrative related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the challenges of supporting a large company of diverse people and programs.

The ability to interact with staff (at all levels), guests, members in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.

Expert level written and verbal communication skills in English, strong decision making ability and attention to detail are critically important to this position.

Essential Functions

Job duties include, although are not limited to :

• Ensures the timely completion of certain management duties (scheduling, administrative, etc) by managers as directed by the General Manager on a routine basis.
• Handles the most confidential of information both financial and otherwise relating to the operation of the The Boca Raton.
• Oversees and coordinates the day-to-day activities of the office administrative support staff, to include management and training, scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems.
• Serves as the primary point of initial contact for internal and external constituencies on all matters pertaining to the Executive Office of The Beach Club
• Provides assistance and represents the General Manager as appropriate in communicating with internal and external constituents.
• Independently researches, prioritizes, and follows up on multiple incoming issues and concerns addressed to the General Manager including those of a sensitive and / or confidential nature; determines appropriate course of action, referral, and / or response.
• Manages and oversees all day-to-day secretarial, guest communication and administrative activities of the office.
• Participates in various committees including but not limited to Food and Beverage, Rooms Division, Safety, Communications, and Executive Committee.
• Be responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings.
• Assists the General Manager with the preparation of presentation materials.
• Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner.
• Arranges travel schedule, aircraft transportation, and reservations for the General Manager as needed.
• Assist and prepare the arrivals of the VIP guests in coordination with all the departments. Including pre-arrival communication, booking room reservation and itinerary management
• Coordinate and monitor Amenity program and welcome cards
• Helps in Crunch situations to other operational departments
• Draft and prepare guest experience recovery letters on behalf of the General Manager

Internal Relationships

Reports to the Beach Club, General Manager. The Executive Assistant works closely with the General Manager and leadership team.

External Relationships

Has regular contact with the company's guest and members, and members of the of the Boca Raton. Maintains appropriate relationships with these and other constituencies in order to enhance the image of the Company and the attainment of its objectives.

Qualifications

Education / Experience Requirements

Physical Requirements

Lifting 50 lbs. maximum with frequent lifting and carrying of objects weighing up to 25 lbs. It requires walking or standing to a significant degree, as well as reaching, handling, feeling, talking, hearing, and seeing.

In the United States, we are proud to be an EEO / AA employer M / F / D / V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.