Executive Administrative Assistant

Company: The Fairmont Hotel
Location: Long Beach
Posted on: September 3, 2024

Job Description:

Company DescriptionFairmont Breakers is a beloved feature of the Long Beach skyline, a historic landmark with a character and soul of its own. Originally opened in the roaring twenties as a lavish hotel on the waterfront, Breakers was a sought-after destination for world-famous stars. Following an extensive renovation, Fairmont Breakers returns as Long Beach's only luxury hotel, restoring one of California's most storied properties to its original grandeur. It offers 185 boutique rooms and suites; a rooftop pool and terrace; an open-air rooftop lounge with views of the Pacific; a blissful two-story spa, wellness and fitness center; dining venues and bars including a live jazz club; and 10,000 square feet of indoor and outdoor function space. Whether exploring the comforts of elevated coastal Italian cuisine in Nettuno or dining among the stars with champagne and caviar in Sky Room, Fairmont Breakers aims to delight all of your senses with artful surroundings and innovative offerings from our culinary team.Why work for Accor?

We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor's limitless possibilities.By joining Accor, every chapter of your story is yours to write and together we can imagine tomorrow's hospitality. Discover the life that awaits you at Accor, visit https://careers.accor.com/Do what you love, care for the world, dare to challenge the status quo! #BELIMITLESSThis experience begins with a new kind of workplace, one where the energy is contagious, the stories are invigorating, and the challenges present inspiring opportunities to make your mark.
Job DescriptionAs the Executive Administrative Assistant, you are responsible for providing high-level administrative support to the General Manager, and carry out tasks and various projects whilst multi-tasking. You will handle sensitive and complex information with the utmost confidentiality and discretion. You will also assist the leadership team in anticipating and resolving issues.

• Provide direct support to the General Manager, including managing work calendar, coordinating meetings/appointments, travel accommodation and events, producing correspondence and various reports, and scheduling hotel meetings
• Communicate and coordinate with department leaders to collect data and information to prepare reports and presentations
• Attend to requests from divisional, corporate or owners offices and facilitate accordingly
• Ensure approval forms are prepared for the General Manager for signature and approval.
• Coordinate the VIP visits ensuring they receive the highest level of service
• Create/Manage/Coordinate reservations, services and amenities to VIP guests.
• Manage the administration of all charitable requests/donations.
• Handle incoming calls and emails using independent judgment and discretion in determining how to resolve and respond.
• Serve as a principal source of information for the team and organize and implement administrative systems and procedures
  • This person will assist the Executive team with day-to-day administrative duties.
  • Handle and attend to verbal and written guest concerns and feedback with acknowledgement and resolution both verbal and written.
  • Monitor the guest satisfaction portal (TrustYou) actioning pending correspondence to ensure all feedback acknowledged
  • Prepare and distribute weekly and monthly reports
  • Maintain systematic up-to-date filing and tracing systems
  • Perform light accounting functions
  • Incoming and outgoing mail management
  • Ensure adequate stock of office stationery and order accordingly
  • Serve as a principal source of information for the team.
  • Assist in departments as needed
  • Participate in hotel committees
  • Prepare monthly financial data reports
  • Organize and coordinate weekly executive meetings and monthly manager meetings including preparing agendas and presentations and taking minutes.
  • Produce meeting minutes for all meetings.
  • Establish positive working relationships with outside contractors, and vendor partnerships.
  • Maintain accurate and up-to-date records of all vendor/contractor agreements and related documentation, including Critical Date List or equivalent
  • Oversee daily mail intake and complete check drop procedures
  • Maintain project files, aid in collection, review, and organization of projects and deliverables.
  • Assist with planning and execution of employee engagement initiatives
  • Assist Engineering and Finance with updating Energy, Water consumption, and Sustainability practices into Gaia 2.0 platform monthly
  • Interact with owners and guests professionally, delivering a high level of service.
  • Follow all PCI Compliance measures
  • Accept responsibility for carrying out other duties as requested by the General Manager or Executive Committee.
  • Demonstrate a high level of professionalism in all interactions, both internal and external.
  • Manage and upkeep the functionality and cleanliness of the office
  • Maintain regular and predictable attendance
  • Other duties as assigned
    Qualifications
    • High school diploma and minimum 3 years of previous administrative hotel experience or related field required
    • Previous experience as an Administrative Assistant in a luxury environment preferred
    • College course work in related field preferred
    • Excellent computer skills including Microsoft Outlook, Word, Excel and PowerPoint.
    • Some accounting experience is preferred.
    • Must be able to maintain a professional attitude, exhibiting a friendly, energetic personality with strong communication skills both verbal and written to interact with guests, clients and internal departments.
    • Must be able to prioritize work in an environment with multiple interests.
    • Must be able to convey information and ideas clearly.
    • Must be effective at listening to, understanding and clarifying the concerns and issued raised by guests and coworkers.
    • Bilingual, English/Spanish preferred
    • Excellent interpersonal and communication skills
    • Ability to prioritize work in an environment with multiple interests
    • Ability to handle complex and confidential information with discretion
    • Competency using a variety of computer software
    • Ability to work autonomously
    • High attention to detail
    • Ability to build rapport with internal and external stakeholders
      Additional InformationWhat is in it for you:
      • Salary:$68,000
      • Discounted hotel rooms and food & beverage rates to employees at our sister properties around the globe.
      • We provide learning programs through our Academies to promote growth and development so that you can perform at your full potential.
      • Opportunity to develop your talent and grow within your property and across the world!
      • Ability to make a difference through our Corporate Social Responsibility activities, like Planet 21 and WATCHAccor is proud to be an Equal Opportunity Employer EOE/M/F/V/D.We provide an environment of trust, respect, and integrity. A home away from home. Where diversity and inclusion are celebrated. Privacy and personal information are protected. Through Accor's Employee Value Proposition, we ensure fair treatment and a workplace free from discrimination & harassment.Our commitment to Diversity & Inclusion:We are an inclusive company and our ambition is to attract, recruit and promote diverse talent.We commit to a future where diverse identities are celebrated, and equitable and inclusive practices are woven into the fabric of everything we do as an organization.

Keywords: The Fairmont Hotel, Long Beach , Executive Administrative Assistant, Administration, Clerical , Long Beach, California