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Administrative Assistant to Hotel GM ("Asistente Administrativo de GM")

Company: Evans Hotels, LLC
Location: San Diego
Posted on: November 22, 2021

Job Description:

Position Description

LOCATION

Bahia Resort Hotel
Since opening in 1953, the Bahia Resort Hotel has been a hospitality leader in San Diego. Tucked away on a fourteen-acre peninsula in Mission Bay, the 314-room resort is a beachside escape for experiencing the best of America's Finest City.

The following position will be filled in accordance with the process set forth in California Labor Code Section 2810.8 and San Diego Municipal Code 311.0101 et. seq.

SUMMARY

The Executive Assistant to the GM provides high-level administrative support to our General Manager and Senior Management Team in our Corporate Executive Offices. Manages the daily correspondence, calls, filling, and all administrative duties to ensure our Senior Management Team is focused on tasks that service key operational priorities for the organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Obtains, assembles, and analyzes information and data from a wide variety of sources in order to prepare reports, agendas, and correspondence.
  • Responsible for key administrative projects, such as creating and maintaining key contact lists, developing/maintaining legal documents filing system, developing standard operating procedures, evaluating employee survey responses, updating the company's organizational charts.
  • Maintains executive appointment schedules by planning and scheduling team and client meetings, programs, teleconferences, and travel and briefs management on the agenda before meetings.
  • Drafts employee communications, including announcements, letters, flyers, newsletters, and other documents intended for distribution. Ensures that communications are clear, concise, and written to an acceptable reading level so that all members of the extended team are able to understand the content.
  • Independently prepares presentations and formal business communications from rough drafts.
  • Creates and maintains database and spreadsheet files.
  • Maintains current budget information. Tracks monthly expenses, facilitates the coding and processing of invoices, reviews MTD budget expenses, prepares expense reports, and ensures submission in a timely fashion.
  • Supports meeting preparation and follow up including allocating appropriate time slots, ensuring awareness/preparation, and following up on staff actions.
  • Coordinates off-site meetings and logistics, coordinating with other assistants, as needed.
  • Interfaces with various levels of management, customers, and other executive visitors.
  • Directs inquiries and problems to staff members for response and resolution as necessary.
  • Recognizes and effectively handles highly confidential, propriety information on a routine basis.
  • Performs additional duties and responsibilities as directed by the leadership team.

    Position Requirements

    QUALIFICATIONS

    • Bachelor's degree (B. A.) from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.
    • Previous similar position in top-quality hotel or experience working as an executive assistant supporting senior-level executives is required is preferred.
    • Thorough understating of hotel operations and procedures.
    • Thorough knowledge of Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
    • Understands that the position demands the highest level of integrity and confidentiality.
    • Maintains confidentiality in legal, personnel, and other executive matters.
    • Excellent attention to detail and organizational skills
    • Strong communication skills, spoken and written. Ability to interact effectively and professionally with board members, and other internal/external contacts.
    • Familiarity with basic legal terminology is preferred.
    • Ability to maintain a friendly, team-oriented, positive attitude and a professional appearance at all times.
    • Ability to be poised under pressure with continued smiles, and maintain a highly diplomatic attitude with challenging guests and under stressful circumstances.

      ADDITIONAL BONUSES:

      • $250 Sign-on Bonus
      • $100 Gift-Card for employees fully vaccinated against COVID-19 when presenting their vaccine card
      • $250 Referral Bonus, once hired, for anyone you refer who is hired at any department or location for Evans Hotels
      • Discounted Hotel Rooms for all employees friends/family
      • Free Employee Parking and/or discounted MTS Transit Pass
      • Free Meals during shift meal periods
      • Discounts on cell phone bills, shoes, gym memberships, hotel stays at our sister properties, and more!

        The Bahia Resort Hotel is owned by Evans Hotels, LLC, a family-owned and operated business committed to supporting and enhancing employee well-being through a variety of programs that nurture our staff professionally and personally. We offer hands-on manager and leadership training, employee appreciation days, and staff awards and recognition. Our team is also dedicated to serving our community through initiatives like company-wide beach clean-ups and volunteer opportunities.

Keywords: Evans Hotels, LLC, San Diego , Administrative Assistant to Hotel GM ("Asistente Administrativo de GM"), Administration, Clerical , San Diego, California

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