Administrative Assistant

SUMMARY

Performs administrative duties for Executive Management. Responsibilities may include screening calls; managing calendars; meeting and arrangements; assisting other support staff; and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. Sensitivity to confidential matters may be required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Work is generally varied and administrative or project oriented. Includes typing, filing, word processing, and answering phones
• Assisting internal/external guests, residents, and owners
• Requires continuous use of technical and business vocabulary and a detailed knowledge of company operations and organizational procedures.
• Works typically involves handling confidential and sensitive matters.
• Answers/ forwards client requests, complaints or questions in a courteous and timely manner.
• Within established guidelines, makes independent decisions regarding planning and organizing.
• Maintains a filing system or reports and pertinent hotel records.
• May compose and reply to correspondence based on organizational practice, policies, and procedures.
• Maintains office supplies through internal and external venders.
• Attends meetings and transcribe minutes when needed.
• Maintains open communication to make upper management aware of information that could impact the department, division, or company.
• Handle Executive Office mail, faxes, etc. to determine urgency of materials, highlight specific information for quick review and distribute.

• Adheres to all Forbes Service Standards.
• Other duties and responsibilities may be assigned. The employee is expected to work in other areas of the hotel when needed to assist operations to perform job duties not necessarily contained in this job description.

EDUCATION / EXPERIENCE

The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Required 3+ years administrator assistant
• Experience working with Microsoft Office
• Four-year degree in hospitality or other business related field.

REQUIREMENTS

• Physical demands
  • While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk and hear
  • The employee is frequently required to use hands to finger, handle, or feel objects, tools, or controls
  • Position may require reaching with hands and arms
• Communication
  • Ability to communicate, both verbally and written, effectively with guests, residents vendors and co-workers
  • Must read, write and speak the English language fluently
  • Knowledge of Spanish helpful
• Computer skills
  • Proficient in Microsoft Office

WORK ENVIRONMENT

The work environment characteristics described here are representative of those that an employee must be able to handle to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform in this environment.

Noise level in the work environment is usually moderate.