SUMMARY

Fortune favors the bold. Ace Hotel Brooklyn seeks kind, curious and industrious humans to join our family.

Ace Hotel’s home here is in Boerum Hill on the cusp of Downtown Brooklyn, at a geographical Venn diagram of overlapping energies — from the tree-lined streets and brownstones of Cobble Hill and Carroll Gardens all the way down to the restless East River. The ever-evolving intersection of everything.
Executive Assistant to Area DOSM is responsible for supporting day to day operations of the Area Sales, Marketing and Events department including, but not limited to: payroll, purchasing, general office admin, communication and organization. This on-property role splits time between Ace Hotel Brooklyn and Ace Hotel New York and acts as Administrative Assistant to Area DOSM and as Office Manager for both properties.

CORE FOCUS & ESSENTIAL RESPONSIBILITIES

Qualified candidates must be able to satisfactorily complete the following responsibilities. Other duties may be assigned.

• Act as the liaison for Area DOSM with other departments
• Oversight of Sales shared drive and shared calendars for both teams
• Communicates Agenda in advance of, and as Scribe during sales meetings
• Provide support to the Area DOSM on a day to day basis
• Tracks and analyzes ROI for sales and marketing initiatives
• Oversee overall financial responsibilities of Sales and marketing team; Audit monthly GL detail with Area
• DOSM, track checkbook accounting, attend credit meetings, basic knowledge of Group billing: attrition, deposits, settlement, invoices, systems across both hotels.
• Calculate quarterly sales team incentives
• Organizes VIP site inspections.
• Handles sales office supply orders, sales promo item purchases and overall sales expenses
• Support lead catcher/sales coordinator in their absence to pass on leads/enquiries to ensure follow up as necessary in a timely manner
• Weekly and monthly delphi reports (run and organize for Area DOSM)
• Monthly corporate production reports
• Help coordinate individual reservations for VIP clients as requested by Area DOSM
• Have general knowledge of the group and catering booking process and support as needed
• Process and audit contracts on behalf of the Area DOSM as needed
• Assist with reports with coordination and forwarding requests to Atelier (press)
• Assist in ordering/maintaining collateral and printed material as well
• Liaise with Atelier and coordinate and support photo shoots and lming on property
• Weekly department timesheet submission and Paycom updates (support Area DOSM)
• Knowledge of Sales systems, operations systems and intermediary partner programs to include: Cvent, Lanyon, Tour Connection, Delphi, Meeting Broker, Canary.
• General Sales Office administrative tasks as directed by DOSM to include but not limited to payroll, purchasing, invoices, etc.
• Submit website updates and marketing Goldy requests on behalf of Area DOSM
• Act as an added layer of support to all sales, marketing and events managers for internal communications, tools and seeking efficiencies.
• Support partner programming agreements, contracts, and financial responsibilities for the marketing team.

ESSENTIAL QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential
functions.

• Ability to satisfactorily communicate in verbal and written English with guests, management, and co-workers to their understanding
• Prioritize and organize work assignments, have timely follow up and execution.
• Have superb time management skills.
• Maintain complete knowledge of all hotel services/features and hours of operation.
• Other language, mathematical, and reasoning abilities as outlined below.
• Ability to comply with physical demands as outlined below.
• Knowledge and understanding of Atelier & Ace Culture & initiatives
• Technologically sound with Google, Canva, Adobe, Office and Delphi applications.
• Ability to compute basic mathematical calculations and use Excel and/or Google Sheets

REQUIRED EDUCATION and/or EXPERIENCE

Ideal Candidate is a College Graduate and/or any have a combination of experience that provides the required knowledge, skills, and ability to effectively fulfill the core focus and essential responsibilities of this job description.

LANGUAGE, MATHEMATICAL, and REASONING ABILITIES

Candidate must meet the following cognitive abilities:

• Ability to understand service needs and requests.
• Ability to acknowledge requests in a polite manner.
• Ability to clearly communicate in verbal and written English (additional foreign languages are encouraged and preferred).
• Ability to apply logical thinking and understanding to carry out written and oral instructions.
• Ability to address and solve problems involving guest and operational issues.
• Ability to compute basic mathematical calculations.

PHYSICAL DEMANDS / WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The typical environment is an office atmosphere with ambient room temperatures, ambient lighting, and common office equipment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sit, walk, and stand continuously.
• Lift / carry 10lbs/4.5kg (frequently) and 25lbs/12kg (occasionally)
• Bend, squat, crawl, and reach above shoulder level.
• Use dominant hand coordination for simple grasping, pushing/pulling, and fine manipulation.
• May be exposed to extreme temperatures, dust, dampness, height, and moving machinery.

We are an equal opportunity employer, committed to a diverse workforce