Executive Assistant to the General Manager

Executive Office Administration

Under the direction of the General Manager, work with the Heads of departments for each department , to include preparation and attendance at Management , Board Meetings, preparation of Board Meeting Agendas.

• Serve as liaison to the Association Governance team communications. 
• Keep accurate paper and electronic records of legal history.
• Perform research and share knowledge regarding Association legal documentation such as the Hotel rules and regulations, declarations, and other documents.
• Track all VIP arrivals and departures and arrange welcome letters and amenities.

General Administration

• Open, read, and prepare answers to routine letters.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Take and distribute meeting minutes to appropriate individuals.
• Handle incoming and outgoing mail, including date stamping and distributing incoming .

Documentation/Reporting

• Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc.

Computers/Software

• Transmit information or documents using a computer.
• Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
• Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservation and answer inquiries from guests.

Office Equipment

• Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, calculator, and electronic peripherals.
• Transmit information or documents using mail, or facsimile machine.

Communication

• Document all member and guest requests/complaints and communicate such to appropriate personnel for proper handling.
• Receive persons entering the office by greeting them, determining nature and purpose of their visit, and directing or escorting them to specific destinations.

Guest Relations

• Address member’s/guests' service needs in a professional, positive, and timely manner.
• Actively listen and respond positively to member/guest questions, concerns, and requests using brand or property specific process (e.g., LEARN, PLEASED, Guest Response, LEAP) to resolve issues, delight, and build trust.
• Welcome and acknowledge each and every member/guest with a smile, eye contact, and a friendly verbal greeting, using the member’s/guest's name when possible.
• Anticipate member’s/guests' service needs, including asking questions of guests to better understand their needs and watching/listening to guest preferences and acting on them whenever possible.
• Thank members/guests with genuine appreciation and provide a fond farewell.

Communication

• Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.
• Speak to members/guests and co-workers using clear, appropriate and professional language.
• Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.

Working with Others

• Handle sensitive issues with employees and/guests with tact, respect, diplomacy, and confidentiality.
• Support all co-workers and treat them with dignity and respect.
• Develop and maintain positive and productive working relationships with other employees and departments.
• Partner with and assist others to promote an environment of teamwork and achieve common goals.

Physical Tasks

• Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance.
• Stand, sit, or walk for an extended period of time or for an entire work shift.

Policies and Procedures

• Maintain confidentiality of proprietary materials and information.
• Protect the privacy and security of guests and coworkers.
• Follow company and department policies and procedures.
• Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures.