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Administrative Assistant

Administrative Assistant

Highgate HotelsParadise Valley, AZ, US
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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.
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