Executive Administrative Asst / HR Coordinator

Executive Assistant & HR Coordinator

Overview:

To handle all administrative duties as required by the General Manager and the HR Director. Assists with the coordination of all functions of the Human Resources department.

Responsibilities:

Assistant to the General Manager:

• Extensive administrative duties and responsibilities; communication and distribution of daily/weekly/monthly reports and correspondence to corporate office and ownership, operation procedures, handling confidential material and information, daily distribution of the mail, daily check deposit of accounts receivables.

• Responsible for obtaining signatures of approval for all internal and external routing of check requests, expense reports, personnel information forms (PIF), project expenditure approval forms (PEA), performance evaluations and other confidential correspondence as necessary, and distribute in a timely and efficient manner.

• Manage schedules for the Executive Committee and ensure that all directors and managers receive messages and appointments in a timely manner.

• Manage day-to-day guest relations and corporate guest relations, all external guest correspondence and internal communications; including Daily Medallia Reports, ELMER, Synergy input and Reports, and Guest Alerts.

• Maintain guest relations files and ensure that all information is included in file, i.e. guest correspondence, letters, fax, emails, information, guest folios, gift certificates, etc.

• Maintain Gift Certificate Log to include value, purpose, date issued and date redeemed.

• Coordinate all travel arrangements including; reservations, transportation, golf, amenities, and in-house meetings and events for VIP’s, corporate and ownership visits.

• Maintain reader files for upcoming meetings, VIP guests, meetings, and events, etc.

• Maintain hotel licenses, permits, contracts, and certificates of insurance.

• Assist Accounts Payable with monthly reconciliation of transportation billing, American Express Ledger for Air Travel and Nextel/Sprint Phone Bill.

• Maintain Nextel Communications for all managers and supervisors; including ordering, coding and billing.

• Involved in associate events and activities committees within the resort.

• Perform other duties assigned by management.

Assistant to the HR Director:

Qualifications:

• Minimum of 3 years' experience

• Education – associate degree

• Skills; Proficient in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)

• High level of written and verbal communication skills.

  The ability to work in a fast-paced high-pressure work environment while executing delegated tasks and assignments.

  Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management, and co-workers, both in person and by telephone.

  Must have strong computer skills, including advanced proficiency in Microsoft Office programs, Internet research, and the ability to quickly learn new software.  

  Must be able to work independently and successfully complete projects with minimal oversight.

  Exceptional organizational skills with the ability to prioritize and multi-task effectively

  Highly motivated self-starter focused on quality, organization, guest service, and teamwork.

  Must be able to maintain a professional appearance and create a welcoming environment for potential and current associates.