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Corporate Administrative Assistant
3 months ago
Provide executive assistant and administrative support for the President, Senior Leadership Team, and the RHG Corporate Headquarters.
**Essential Responsibilities (included but not limited to)**:
***
- Welcome guests and clients by greeting them in person or on the telephone, answering, screening, and directing inquiries appropriately and in a timely and courteous manner. Friendly and professionally handle all matters regarding office reception.
- Receive, open, and sort all incoming mail. Coordinate and ensure all outgoing mail, certified mail, and packages are stamped and sent out daily.
- Maintain corporate calendar and travel schedule. Issue property portfolio listings, associate listings, telephone extension, and other documents on schedule and as required.
- Maintain appointment schedule for the corporate office. Schedule corporate office meetings and handles all conference room scheduling.
- Attend executive meetings, takes minutes, and distributes information based upon need and request.
- Periodically draft and compose replies to correspondence based on organizational practice, policies, and procedures at the direction of department heads.
- Handle special assignments including tasks related to new property openings, corporate initiatives, and executive research. Contacts managerial and staff personnel for collection of dates, statistics, and reports. Creates follow up reports. Assist in coordination of corporate initiatives, i.e. Associate of the Month, Milestones, etc.
- Assist with corporate accounting activity and assignments as directed by the Corporate Director, Human Resources.
- Assist and support weekly and monthly RHG Corporate bookkeeping activity, internal and external billing, credit card reconciliation, expense report audit and processing, etc.
- Create and distributes reports on property performance as assigned including STR trending, GSS/guest satisfaction and other as requested and assigned.
- Maintain, update, and provide light training on VOIP telephone system, copier, and faxes.
- Work as a team player. Assists administrative office staff during periods of need and/or absence.
- Maintain all office supply inventory by checking stock and determining inventory levels, anticipating need supplies, placing and expediting orders for supplies, verifying receipt and purchase order accuracy. Assists in the evaluation of new office supplies.
- Ensure operation of office equipment, calling for repairs when required, maintaining equipment inventories. Assist in the evaluation of new equipment.
- Ensure the general clean and professional appearance of the entire office. Understands and coordinates with corporate housekeeping vendors to maintain supplies, functionality, and order.
- Use judgment and tact. Maintain owner, staff, and client confidence by keeping information confidential.
**To do this kind of work, you must be able to**:
***
- Use logical thinking and personal judgment to perform a variety of office tasks that require special skills and knowledge.
- Exercise a sense of urgency. Anticipate needs, take independent action, and respond appropriately to urgent issues.
- Remain confidential within and outside of the office. Refrain from initiating and/or participating in conversation that is not professional and business appropriate.
- Have general accounting knowledge and be able to handle assignments related to accounting according to the accounting discipline best practices.
- Make sound decisions based on good judgment and company policy.
- Follow instructions without close supervision.
- Speak, write, and type clearly and accurately as well as grammatically correct.
- Multi-task and prioritize work.
- Interact professionally with fellow staff, guests, and vendors.
- Change work frequently; for example: typing, scheduling, critical time deadlines, etc.
- Work well and liaise with other clerical and office associates to accomplish tasks and projects.
- Work evenings, weekends, and holidays as requested and required.
**Physical Demands**: Lifting 10 lbs. maximum and occasionally lifting and/or carrying such articles as dockets, ledgers, and small tools. Walking and standing are required only occasionally. Reaching, handling, feeling, talking, hearing, and seeing.
**Environmental Conditions**: Inside: Protection from weather conditions but not necessarily from temperature changes. A job is considered "inside" if the associate spends approximately 75% or more of the time inside.
**Math Skills**: Requires mathematical development sufficient to be able to: Compute discount, interest, profit and loss, commission, markups and selling price, ratio and proportion, and percentages. Calculate surface, volumes, weights, and measures.
**Relationships to Data, People and Things**:
**Data**: Compiling: Gathering, collating, or classifying information about data, people or
things. Reporting and/or carrying out a prescribed action in relation to the
information is frequently involved.
**Pe
