Virgin Hotels New York City is hiring: Administrative Assistant in New York
Virgin Hotels New York City, New York, NY, US, 10001
Job Description
Who we are:
We love what we do and what we do is important! We believe that everyone should leave feeling better - this means not just our guests, but also our teammates. Everyone should go home feeling better because they learned something new, or had fun working that day. Therefore, we hire unique individuals who work together to create amazing experiences for our guests. We recognize that every member of the team contributes to the success of the whole hotel. No-one is more important than anyone else, and unless we are in it together, we can't create that special experience for our guests.
Your mission:
Should you decide to accept it...
Assists General Manager in all aspects of Executive Office activities and maintains efficient and professional communication between that office and guests, employees, and the public. Works closely with Executive Committee members and department managers to coordinate the efficient and timely execution of daily hotel business activities.
The Nitty-Gritty:
What exactly you will be doing...
In helping you understand your role in working for a world class organization, the following is a list of your essential job responsibilities. Please keep in mind that this list is not all inclusive and that you may be asked to perform other job tasks by your manager not listed below in the constant quest to provide “out of this world” customer service experience for our guests:
- Prioritize, disseminate, and/or organize as appropriate, mail, email, and voice mail received by the General Manager. Responsible for execution and organization of correspondence generated from the Executive Office by the General Manager.
- Anticipates General Manager’s needs to proactively maintain office protocol, bring together people and resources to support his or her in addressing issues
- Ensures professional and tactful communication between all parties and the Executive Office using efficient and appropriate written and verbal skills.
- Maintains confidential information which would have immediate negative impact on the company operations, performance, or value if shared beyond its intended audience. Confidentiality is a must!
- Conducts research, prepares and maintains materials as requested by the General Manager.
- Prepares agenda for, attends, records, and distributes and maintains minutes from weekly Executive Committee meetings and Staff Meetings.
- Schedules appointments for the General Manager, maintaining close contact with Executives and Department Managers. Makes travel and outside meeting arrangements as requested. Handles guest related issues, questions, complaints, etc., in the absence of the General Manager. Prepares expense reports.
- Prepares and maintains in confidence financial records as requested by the General Manager.
- Assists the General Manager with special projects as requested.
- Maintains Executive Office supplies and equipment.
- Completes other duties as assigned by the General Manager.
What qualities are we looking for?
You’ve got skills? If you can perform the following, then you have come to the right place...
- Analyze and interpret established policies.
- Make business decisions based on production reports and similar facts as well as on your own experience and personal opinions.
- Plan and organize multiple tasks.
- Change activities frequently and cope with interruptions.
- Speak and write clearly in English
- Accept full responsibility for managing an activity.
- Must have strong Excel skills along with excellent typing skills- 50 words per minute minimum
Background must-have:
- Current, legal and unrestricted ability to work in the United States
- Bachelor’s Degree preferred but, associate's degree minimum requirement
- Minimum 1-2 years of previous administrative experience
- Ability to clearly and pleasantly communicate in English with clients, guests, vendors, teammates/management, in person, in writing and on the telephone
- Proficient in MS Outlook, Outlook Calendar, Word, Excel and PowerPoint
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