Administrative Assistant - Executive Office

• Support both the General Manager and Hotel Manager
• Coordinate and manage complex calendars, including scheduling meetings, appointments, and travel arrangements across multiple time zones for both the General Manager and the Hotel Manager efficiently and effectively
• Arrange detailed travel itineraries and process expense reports in a timely and accurate manner
• Serve as the primary point of contact between executives and internal/external stakeholders, handling correspondence with professionalism and confidentiality
• Assist with special projects, research, and data analysis as directed by executives
• As a point of contact for our most discerning and repeat guests, the person in the role must be able to multi-task, handle stress, solve problems while acting autonomously within the scope of the role and culture of Ritz-Carlton by anticipating the needs of both leaders and the guests
• Demonstrating the genuine care and comfort of our internal and external guests in all responsibilities and enliven the Ritz-Carlton by demonstrating the principles of trust, honesty, respect, integrity and commitment in all interactions
• Actively assists the Guidance Team in their daily operation and may be called upon to act as an active communicator between our guests and the hotel management
• Ensure that the “Gold Standards” of The Ritz-Carlton are delivered graciously and thoughtfully every day

• Minimum of 3 years Executive Administrative Assistance (or equivalent) & operations experience in a five-star hotel or resort
• Extensive knowledge of hotel operations and systems including OPERA, Marsha, GuestVoice, CITY, Servidyne
• Strong proficiency in the latest versions of Microsoft Office, Excel and Power Point
• Exceptional organizational and time-management skills
• Proactive thinker and ability to work independently and anticipate needs
• Must be able to type 50-60wpm and ability to handle multiple tasks at once
• Ability to be a clear thinker and remain calm in pressure situations
• Ability to focus attention on details, be well organized and follow up
• Must have excellent telephone and email etiquette
• Maintain confidentiality of proprietary materials and information
• Excellent verbal and written skills, in English required (writing samples will be requested)
• Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc.
• Prepare and review written documents (e.g., prepare agendas/timelines, daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness
• Take and distribute meeting minutes to appropriate individuals
• Follow up on action items for executive meetings, board meetings, and other high-level engagements
• Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality
• Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservations, and answer inquiries from guests
• Transmit information or documents using a computer, mail, or facsimile machine
• Operate standard office equipment other than computers
• Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software
• Handle incoming and outgoing mail, including date stamping and distributing incoming mail
• Compile, copy, sort, and file records of office activities, business transactions, and other activities
• Enter and locate work-related information using computers and/or point of sale systems
• Follow all company policies and procedures, ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary information, and protect company assets
• Welcome and acknowledge all guests according to company standards, anticipate and address guests’ service needs, assist individuals with disabilities, and thank guests with genuine appreciation
• Speak with others using clear and professional language, prepare and review written documents accurately and completely, and answer telephones using appropriate etiquette
• Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of other employees
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 35 pounds without assistance
• Perform other reasonable job duties as requested by Supervisors

A degree in hospitality and a second language would be desirable