Executive Administrative Assistant

Job Details Job Location
Embassy Suites Scottsdale - Scottsdale, AZ

Position Type
Full Time

Job Shift
Any

Job Category
Admin - Clerical

Description POSITION PURPOSE

Assist General Manager, Sales Team, and designated staff members by performing administrative duties.
Responsibilities include, but are not limited to receiving guests, answering incoming calls, handling guest complaints as necessary, maintaining filing systems, maintaining schedules in terms of appointments, travel, and meetings, acting as a liaison with departments when necessary, and maintain a professional environment.
This role will also be in regular attendance at Staff Meetings and hotel wide meetings.
Confidentiality and integrity are of utmost priority to this role.


ESSENTIAL RESPONSIBILITIES Provide client support to include processing client leads, investigating property and preferred guest program issues, and acquiring or sending collateral materials.
Report generation as needed.
Responsible for processing turnover of all signed Group contracts.
Develop and maintain client files.
Oversee accurate input of Group Reservations into system.
Create Group Booking Links as needed.
Maximize potential room revenues by following group reservation due dates and contracted room types.
Ensure that all calls are acknowledge as quickly as possible.
Provide room/reservation related details for all Group Resumes.
Meet with meeting planners as necessary.
Interact with front office team on group arrival & departure dates and times, as well as billing patterns to ensure the highest quality of service.
Hotel Gift Certificate Sales and Donation Requests.
Maintain employee files and time/attendance reporting.
Assist in the onboarding of new employees.
Tracking associate reviews, anniversaries, birthdays, and due dates.
Tracking associate incentives for social media and GSS mentions.
Maintain a refreshing attitude focused on positive friendly interactions with guests and staff Develop and maintain strong interdepartmental relationships and open communication lines to assure efficient transfer of information.
All other duties assigned by the General Manager.
SUPPORTIVE FUNCTIONS

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel: Assist with any guest inquiry.
Follow all company and safety and security policies and procedures.
Report maintenance problems, safety hazards, accidents, or injuries.
Perform other reasonable job duties as requested by direct and indirect supervisors.
PHYSICAL DEMANDS Environmental conditions are inside, a job is considered inside if staff spends approximately 90 percent or more of the time inside.
Temperature is moderate and controlled by office environmental systems.
Must be able to sit at a desk for up to ten (8) hours per day.
Walking and standing are required the rest of the working day.
Length of time of these tasks may vary from day to day and task to task.
Must be able to exert well-paced ability to maneuver between functions occurring simultaneously.
Must be able to lift up to 45 lbs.
as needed.
Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.
Hearing, smelling, tasting, and visual ability to observe and distinguish product quality and detect signs of emergency situations.
Talking and hearing occur continuously in the process of communicating with staff, supervisors, subordinates, occasionally clients and ownerships.
Vision occurs continuously with the most common visual functions being those of near and color vision and depth perception.
Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.
SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities: Must be able to travel on occasion, as needed Must be able to speak, read, write, and understand the primary language used in the workplace.
Requires good communication skills, verbal, written and electronic.
Considerable knowledge of complex mathematical calculations and computer programs.
Must have excellent leadership capability and customer relations skills.
Must be detail oriented with outstanding organizational and communication skills.
Must possess intermediate computer skills.
Intermediate excel skills (VLOOKUPs and Pivot Tables) Ability to analyze, foresee user needs, and makes judgments to ensure proper tools are provided at property level.
Ability to effectively deal with internal and external customers some of whom will require high levels of patience, tact and diplomacy and collect accurate information to resolve conflicts.
Knowledgeable about basic function of Windows OS, MS Office, PMS, PBX, Key system and POS.
Must have valid driver license and meet the companys insurance requirements for operation of motorize or electrical vehicles.
Self-driven and able to work independently.
Exceptionally strong in issue resolution and proven analytical skills with a strong attention to detail EDUCATION

High school or equivalent education required.


EXPERIENCE Prior hospitality experience preferred.
Prior experience in an administrative role required.
LICENSES OR CERTIFICATIONS Ability to provide and maintain a valid drivers license as the position may require the operation of motorized and electric vehicles.
GROOMING

All Staff Members must maintain a neat, clean and well-groomed appearance per Azul Hospitality standards.
Refer to the property specific required grooming and uniform standards policy.


ATTENDANCE

Regular attendance in conformance with the standards, which may be established by Azul Hospitality, from time to time, is essential to the successful performance of this position.
Staff with irregular attendance / tardiness will be subject to disciplinary action, up to and including termination of employment.
Upon employment, all staff is required to fully comply with Azul Hospitality rules and regulations for the safe and effective operation of the hotels facilities.
Staff members who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.
Due to the cyclical nature of the hospitality industry, staff members may be required to work varying schedules to reflect the business needs of the hotel.
In addition, attendance at all scheduled training sessions and meetings is required.
This job description is not an exclusive or exhaustive list of all job functions that a staff member in this position may be asked to perform from time to time.


Qualifications