Executive Assistant

3 weeks ago

Plano, United States Aimbridge Hospitality Full time

Job Summary

Performs a wide variety of administrative tasks in support of a top executive. Directs monitors and contributes to special/strategic projects which are strategic in nature highly complex and may involve creation and oversight of multifaceted teams.

Responsibilities

QUALIFICATIONS:

* Typically requires a bachelor's degree and 4 to 6 years of experience.
* High degree of business sense and a great influencing ability.
* Demonstrate ability to present well in business conferences and meetings as they will be required to represent the executive in important business functions and communications with important people.
* Meets the demands of the work schedule to be at work and on time.
* May occasionally require the ability to work outside of regularly scheduled hours. Schedules may vary based on business need.
* Demonstrates strong verbal and written communication skills required.
* Demonstrates strong attention to detail required.
* Demonstrates ability to be self-motivated and work independently.
* Shows skills in the use of personal computers and related software applications.
* Proficient in Microsoft Word Excel and Outlook.
* Balances multiple priorities and meet deadlines.
* Performs work under minimal supervision. Handles complex issues and problems and refers only the most complex issues to higher-level staff.
* Possesses comprehensive knowledge of subject matter.
* Provides leadership coaching and/or mentoring to a subordinate group.
* May act as a lead or first-level supervisor.

JOB RESPONSIBILITIES:

* Provide executive support on matters relating to the executive's chief obligations and mandates.
* Serve as the primary support personnel to the executive the executive assistant is assigned to.
* Arranging meetings and conferences handling communication and travel arrangements and processing related functions and documentations.
* Comes up with ideas that will streamline work and identifies incidents that require immediate attention in the organization.
* Coordination and prioritization of the executives daily appointments and business obligations.
* Maintains the executive's calendar: schedules and confirms appointments arranges for meeting rooms or facilities makes and confirms travel plans.
* Prepares agendas or presentations attends meetings with the executive and takes transcribes and distributes notes or minutes.
* Prepares and submits expense reports on behalf of the executive.
* Screens visitors phone calls emails or physical mail. Maintains confidentiality of sensitive information.
* Completes filing and record management activities for departmental documents/records.
* Fields incoming phone calls and refers to appropriate staff members.
* Enters proposals for labor and materials into AIA Contract Software.
* Generates contracts ensures contracts are fully executed and returns to subcontractor in a timely manner.
* Monitors development invoices to insure they are coded and approved.
* Ensures change orders are approved processed in Sage and new contract values are sent to subcontractor and superintendent.
* Assists with preparing paperwork for draw requests on various projects.
* Coordinates travel arrangements for Project Managers and Superintendents.
* Updates and maintains departmental information in database format including entries in Sage software and project status reports.
* Verifies all subcontractors are properly licensed insured and W-9's are on file prior to start of construction.
* Follows up on Development lien wavers in Sage.
* Applies for and/or renews contractor licenses.
* Other duties as assigned.

Property Details

Aimbridge Hospitality is a leading, global hospitality company with a growing hotel portfolio representing more than 1,500 properties in 50 states and 23 countries. As a top hospitality employer, we are a great place to unlock your future, providing unparalleled opportunities for you to reach places in your career you might have never imagined were possible - more opportunities to help create memorable experiences, ways to succeed, and great people to inspire you. Aimbridge Hospitality is based in Plano, TX, with additional corporate offices in Atlanta, Calgary, Fargo, Puerto Rico, San Clemente, and Washington D.C. Aimbridge EMEA has offices in Birmingham and Glasgow, UK, and Amsterdam, the Netherlands; Aimbridge LatAm has offices in Monterrey, Mexico.

Company Overview

As the global leader in third-party hotel management, our growing portfolio represents over 1,550 hotels in all 50 states and 22 countries, from top international lodging brands to luxury hotels, destination resorts and lifestyle hotels. Our associates around the globe are passionate about serving our guests and driving exceptional results, and thrive in a culture where everyone is inspired to be the best. Join a world of possibility with Aimbridge Hospitality.

Benefits

After an initial waiting period, those hired into full time positions are eligible for a competitive benefits package that includes the following:

Now offering Daily Pay Ask your Recruiter for more detailsMedical, Dental, and Vision CoverageShort-Term and Long-Term Disability IncomeTerm Life and AD&D InsurancePaid Time OffEmployee Assistance Program401k Retirement Plan

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