Executive Assistant | Renaissance Baltimore

Job Summary:

The Executive Assistant provides administrative and organizational support to both General Manager and Assistant General Manager. This position requires a high level of confidentiality, professionalism, trust, and a strong ability to communicate both verbally and in writing. As an immediate assistant to the 2 top level managers in the Hotel, the Executive Assistant must be able to effectively prioritize issues, manage time and resources and monitor multiple projects concurrently staying fully aware of deadlines and exercising his/her delegated authority to achieve desired results. The Executive Assistant will often act as a direct representative of the General Manager and as such may be called upon to assist department with certain duties of general hotel importance such as public representation, guest relations and control.

KEY RESPONSIBILITIES:

• Maintain a list of all required reports and documentation and their deadlines. Gather all necessary information to the compilation of these reports either from systems or from Department managers and prepare the reports for the review of the General Manager
• Attend meetings as required and compile minutes of those meetings.
• Act on behalf of the Hotel General Manager and within delegated parameters in approving standard request forms.
• Maintain the General Manager and Assistant General Manager’s appointment calendars, setting up meeting with guests as needed, always ensuring first that complete background information has been collected and when appropriate, Guest Services has been contacted. Keep both Senior Managers on schedule for events and meetings and protect their times by filtering interruptions.
• Act as a clearing house in the gathering, organizing, summarizing and dissemination of information to various departments concerning upcoming events, anniversaries, birthdays, and safety tips.
• Exhibit positive personal interaction and guest relation skills.
• Handle all administrative projects as assigned by the GM/AGM.

Abilities Required:

Must have the ability to communicate in English. Self-starting personality with an even disposition. Maintain a professional appearance and manner at all times. Can communicate well with guests. Must be willing to “pitch-in” and help co- workers with their job duties and be a team player. Ability to effectively deal with internal and external customers. Basic knowledge of mathematics and calculator skills to perform mathematical calculations without error. Ability to communicate effectively, both verbally and in writing, in order to interact with vendors, clients and department heads

Customer Satisfaction:

Our customers are what we are about. One of the keys to a positive guest experience is positive interaction with PMHS staff. It is essential that you remain professional at all times, and that you treat all guests and associates with courtesy and respect, under all circumstances. Every PMHS associate is a guest relations ambassador, every working minute of every day.

Work Habits:

In order to maintain a positive guest and associate experience, your work habits should always meet and strive to exceed hotel standards for work procedures, dress, grooming, punctuality and attendance. You should be adaptable to change in your work area and in hotel procedures with a willingness to learn new skills and/or improve existing ones, have the ability to solve routine problems that occur on the job, and ask for help whenever you are not sure how to do something.

Safety & Security:

The safety and security of our guests and associates is of utmost importance to PMHS. Every PMHS associate should adhere to the hotel security policies and procedures, particularly regarding key controls, lifting heavy objects, using chemicals, and effectively reporting safety hazards and safety concerns.

NOTE:

This description excludes non-essential and marginal functions of the position that are incidental to the performance of the fundamental job duties. Furthermore, the specific examples in each section are not intended to be all-inclusive. Rather, they represent the typical elements and criteria considered necessary to perform the job successfully. Other job-related duties may be assigned by the associate’s supervisor. Furthermore, this description is subject to change, at the sole discretion of the Company, and in no way creates an employment contract, implied or otherwise; each associate remains, at all times, an “at will” associate.

Experience

• 2 year(s): Must have experience with Microsoft Office suite experience (Outlook, Word, Excel and PowerPoint) skills required
• 3 - 4 years: Must have experience as an Executive Assistant or in a similar administrative role.

Education

• Associates or better in Business Administration or related field

Behaviors

• Enthusiastic: Shows intense and eager enjoyment and interest
• Leader: Inspires teammates to follow them
• Team Player: Works well as a member of a group
• Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well
• Dedicated: Devoted to a task or purpose with loyalty or integrity

Motivations

• Self-Starter: Inspired to perform without outside help
• Entrepreneurial Spirit: Inspired to perform well by an ability to drive new ventures within the business

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)