Administrative Assistant

Administrative Assistant

The Administrative Assistant is responsible for clerical, administrative, and other duties to assist in the smooth operation of the reporting department. He/she is also responsible for providing attentive, courteous, and efficient service to all guests.

Responsibilities:

• Greet and welcome all guests in accordance with Highgate Hotel standards.
• Answer guest inquiries about hotel and conference center services, facilities, and hours of operation in a timely manner.
• Answer telephone and email messages. Respond accordingly.
• Maintain and stay abreast of the latest computer programs/innovations (as applicable).
• Open and distribute mail.
• Filing of all pertinent correspondence in a timely manner.
• Type all correspondence pertaining to the department.
• Maintain adequate inventory of office supplies.
• Responsible for the smooth operation of the office.
• Type and distribute meeting minutes.
• Maintain trace file as needed.
• Prepare Banquet Event Orders (BEOS) as per client needs (Catering Only).
• Assist with daily operations of the Business Center as needed.

Qualifications:

• High School diploma or equivalent required and/or experience in a hotel or a related field preferred.
• At least 2 to 3 years of progressive experience in a hotel or related field preferred.
• College course work in related field helpful.
• Computer knowledge/skills required.
• Flexible and long hours sometimes required.
• Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
• Maintain a warm and friendly demeanor at all times.
• Must be able to effectively communicate both verbally and written, with all levels of employees and guests in an attentive, friendly, courteous, and service-oriented manner.
• Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
• Must be able to multitask and prioritize departmental functions to meet deadlines.
• Approach all encounters with guests and employees in an attentive, friendly, courteous, and service-oriented manner.
• Attend all hotel required meetings and trainings.
• Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.
• Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
• Maximize efforts towards productivity, identify problem areas, and assist in implementing solutions.
• Must be effective in handling problems, including anticipating, preventing, identifying, and solving problems as necessary.
• Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
• Must be able to cross-train in other hotel related areas.
• Must be able to maintain confidentiality of information.
• Must be able to show initiative, including anticipating guest or operational needs.
• Perform other duties as requested by management.