Executive Assistant
Found in: beBee S US - 2 weeks ago
BASIC PURPOSE: Provides the executive team with administrative support including, typing, filing, answering telephones, taking messages, maintaining appointment calendar, making travel arrangements and other general office duties.
ORGANIZATIONAL SCOPE:
ESSENTIAL FUNCTIONS:
Prepare monthly meeting decks. Collaborate / put together power point presentations. Monthly corporate negotiated / group production reports. Weekly sales activity reports Types and prepares financial reports, as directed; Prepares correspondence on behalf of management staff; Enters data into the departments’ information system, as required; Distributes materials for the department/office. Orders and maintains office supplies and equipment. Maintains files and equipment in an orderly and professional manner. Uses the property’s email system and maintains their email box, as is policy. Appropriate business use of telephone and voice mail system. Greets internal and external customers in a friendly and professional manner; Announces visitors and/or handles requests, as appropriate. Attend meetings, takes meeting minutes, and distributes minutes. Completes special projects for the General Managers// HRD, when needed. Coordinate certain hotel related travel for direct reports. Process all gift certificates. Process and follow up on all V.I.P reservations and accommodations. Lead the monthly team committee at Moxy Lower East Side Decorate the cafeteria for Holidays. Organize and execute Birthdays. Lead all community outreach initiatives (Toys for tots, walks, Coats collections, thank you cards project etc) Handle reservations that come through to GM, AGM Decorate all new Managers desk. Compile daily revenue tracker for the 5 NYC Moxy's and send to Area GM Prepare Expense Report for Area GM Weekly Report – compile revenue and GSS information Be the gate keeper for Ownership reservations. Coordinate meetings – book studios, meeting space. Manage Area GM calendar. Daily GSS tracker for the portfolio Social Media responsibilities includes: responding and tracking posts from 3rd party websites and managing all social media. Create, distributes, and maintains Department Manager schedules. Knowledge of Excel, Word, PowerPoint, Outlook Is needed. Knowledge of Marriott Systems preferred. Other duties as required.Job Location:
Report to Moxy Lower East side 2x per week to help support Area GM and portfolio oversight.
Report to Moxy Times Square 1x per week to support Accounting.
Report to Moxy Times Square 1x per week to support HR.
1 day per week will be used as a floater, depending on where help/support is needed.
**Schedule is subject to change based on portfolio needs**
Source: Hospitality Online
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