Hotel Executive Administrative Assistant

Essential Job Functions

• Provide administrative support for sales managers to include assisting them as requested to perform the duties of the office.
• Understand, operate and maintain a fairly complex computer (PC and printer) and software system, fax machine, copy machine and a variety of other office equipment and tools. Conduct inventory/ordering office supplies.
• Operate hotel telephones. Answer and handle all incoming calls within three rings, using a pleasant, positive tone of voice and following the established verbiage. Assist current and potential clients by providing information and answering questions. Exercise discretionary decision making with clients in the absence of the Sales Manager assigned to client. Place outgoing calls. Take and relay accurate telephone messages.
• Maintain accurate supply of sales and wedding kits for managers.
• Accurately type & proofread proposals for Sales Managers. Type confirmations and other documents. Type and stuff envelopes and prepare all correspondence for mailing. Maintain copies of all documents for sales files. Type and distribute all in‐house BEO’s. Distribute revision sheets daily. Complete month end reports
• Compose correspondence as requested. Accurately type and compile a variety of reports,
  including financial reports, budgets, marketing plans, etc.
• File all correspondence, written communications and documents using a clear and functional filing system. Maintain sales files per established filing system. File lost business for managers.
• Type comment cards for sales managers. Take and transcribe meeting minutes.
• Take hotel reservations and relay information to reservations department.
  Maintain confidentiality of all hotel documents. Maintain the confidentiality of meetings and conversations.
• Maintain effective communication within Sales Department and with all hotel departments. Stay aware of issues relating to general hotel operations. Attend meetings as scheduled. Apprise management of any concerns or suggestions.
• Sort and distribute mail and faxes to appropriate people.
• Listen to and promptly act to resolve guest problems and complaints. Apprise manager of any guest complaints, even those that have been resolved.
• Process guest amenity and gift certificate requests per established procedures

Other Duties and Responsibilities

• Complies with Company Standards of Service as outlined for AURO Hotels.
• Projects a favorable image of AURO Hotels to the public at all times.
• Performs all duties and responsibilities in a timely and efficient manner in accordance with established company policies and procedures to achieve the overall objectives of this position.
• Treats guests, vendors, customers and co‐workers with professionalism and respect at all times.
• Completes Departmental, AURO Hotels and Brand standards training as assigned.
• Maintains a clean and neat appearance at all times.
• Must be able to work flexible work hours/schedule including evenings, weekends and holidays.
• Nothing in this job description restricts management’s right to assign or reassign duties, work hours and/or responsibilities for this job at any time.

Experience/Education

High school diploma or general education degree or equivalent combination of education and experience preferred. Must speak, read, and understand English.

Auro Hotels is an Equal Employment Opportunity and E-Verify Employer. All applicants are subject to background and substance abuse screening prior to any offer of employment.