A&G Executive Assistant

We are seeking a Part-Time Administrative & General Executive Assistant to join our award-winning team and support our operations.

This role will provide support and clerical expertise to the Managing Director, Controller and Director of People and Culture while also assisting with other administrative duties to support operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Performs a variety of general office support duties: answering incoming phone calls, data entry, makes photocopies; mails, scans and emails documents. Assists or prepares correspondence as requested and performs other clerical functions.
• Assist in project tracking and follow-up to ensure deadlines are met.
• Performs administrative and recordkeeping tasks related to staffing changes, which may include resignations, terminations, and extended leaves of absence.
• Post job openings online and update internal documents.
• Handle confidential information with professionalism and discretion.
• Foster and promote a cooperative working climate, maximizing productivity and employee morale.
• Order Office Supplies as requested by department heads.
• Assists in planning of employee recognition parties and initiatives.
• Participate in month-end inventory counts, record inventory usage
• Review and ensure house/employee/AG charges are properly documented and approved
• Assists with the monthly close as directed
• Count house banks
• Process and respond to chargebacks
• Maintain Critical Date List, ensuring hotel licenses and permits are up to date
• Verify all vendor and group contracts have signed vendor agreements and certificates of insurance on file
• Reviews vendor statements and takes action for missing invoices or credit memos
• All other duties as assigned by the supervisor.
• Perform all other duties as assigned by the manager.

Regular attendance in conformance with the standards established by the Hotel is essential to the successful performance of this position.

This position is slated to be a part-time status working 3 days during the week.

Upon employment, all associates are required to fully comply with the Hotel’s rules and regulations for the safe and efficient operation of the Hotel facilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Excellent verbal and written communication skills.
• Self-starter personality that is able to work without constant supervision
• Excellent organizational skills and attention to detail.
• Excellent time management skills.
• Ability to prioritize tasks and be a multi-tasker.
• Ability to improve processes, innovate, and implement ideas.
• Ability to act with integrity, professionalism, and confidentiality.
• Experience with Microsoft Office Programs; Excel, Word, Outlook, PowerPoint, Teams and Zoom.

EDUCATION and/or EXPERIENCE

Bachelor’s degree (B. A.) from four-year college or university preferred; or one to two years related experience and/or training; or equivalent combination of education and experience.

Previous hotel experience is preferred but not required.

CERTIFICATES, LICENSES AND REGISTRATIONS

None required.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the associate may be frequently exposed to outdoor weather conditions. The noise level in the work environment is usually low.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the associate is regularly required to stand, walk, sit, use hands to finger, handle, type, write or feel, and talk or hear. The associate must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

GROOMING

All associates m…