International Hospitality Enterprises

  • Executive Administrative Assistant

    Job Location PR-San Juan
    # Positions
    1
    Experience (Years)
    4
    Type
    Regular Full-Time
  • Overview

    The hotel business functions seven days a week, 24 hours a day. All Team Members must realize this fact and be aware that at all times it may be necessary to move Team Members from their accustomed shift as business demands change. In addition, this is a hospitality business and a hospitable service atmosphere must be projected at all times.

    Responsibilities

    The Executive Assistant will assist the General Manager and the Hotel Manager. He/she provides both Managers with information of all the departments. The Executive Assistant is responsible for keeping a perfect coordination between all departments. Some of the responsibilities are: 

    • Performs and streamlines administrative duties of a diversified nature.
    • Act as the main point of contact for all administrative issues.
    • Arrange appointments and meetings for the GM, recording same in calendar and ensure the GM has the appropriate documentation for each appointment
    • Receives and screens phone calls, take accurate messages and handles situations therein.
    • Coordinate all meetings, offsite & training and provide administrative support for them.
    • Take minutes of attended meetings, accurately transcribe and circulate to appropriate personnel
    • Prepare replies to routine correspondence for GM’s signature
    • Handles travel arrangements and accommodation where appropriate.
    • Thorough understanding of sales and reservation process for rooms and catering.
    • Handles all VIP reservations via General Manager’s office, special requests, ensures placement on daily VIP arrival sheet in morning packet.
    • Assists with the handling of VIPs and recovered guests, tailoring their return to the hotel in order to address their previous issues.
    • Blocks rooms/ Restaurant reservations, assigns amenities and customizes welcome back cards for al VIP’s
    • Assists with creating all Hotel reports.
    • Handle guest complaint letters.
    • Orders office supplies and processes invoices and purchase orders.
    • Assists with the employee recognition program.
    • Maintain the strictest confidentiality at all times on all matters
    • Performs other duties as assigned.

    Qualifications

    • Ability to present information and ideas in a concise, well-organized manner.
    • Ability to multi-task, prioritize and work in a fast paced environment.
    • Ability to manage time well, meet imposed deadlines and be flexible.
    • Quick learner and thinker – able to grasp new concepts.
    • Innovative and change-driven with a high sense of urgency.
    • Strong, positive and energized professional presence.
    • Ability to maintain composure in stressful situations.
    • Demonstrates self-confidence, high levels of energy, enthusiasm and motivation through actions.
    • Maintain the strictest confidentiality at all times with regard to client, guest and personnel related matters
    • Be highly professional in appearance, character and conduct
    • Pay attention to detail in terms of content, spelling and grammar of written correspondence
    • Possess excellent interpersonal and communicative skills and an ability to integrate into all levels of the organization
    • Posse’s excellent telephone manner
    • Show high levels of organizational skills and efficiency
    • Possess excellent customer service skills
    • Be able to work under pressure both as part of a team and also working on own initiative
    • Be proactive and innovative
    • Computer literate: advanced knowledge of personal computers and various software.
    • Fully bilingual English/Spanish

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