Timber Ridge Executive Administrative Assistant

2 weeks ago

Lake Geneva, United States Timber Ridge Lodge Full time

**Description**

**Position Purpose**:
The Executive Administrative Assistant provides administrative support to the General Manager of the hotel. This position requires a high level of organization as well as superior time management and the ability to prioritize projects and tasks. A high level of confidentiality is required.

**Essential Functions**:

- Answers telephone calls, greets visitors and handles incoming correspondence for the General Manager.
- Sorts and distributes all mail sent to the resort.
- Orders office supplies for executive office as well as other departments within the hotel.
- Maintains office equipment for the executive office including the copier, printer, scanner.
- Schedules appointments and maintains the General Managers calendar. Anticipates and prepares materials needed by the GM for conferences, correspondence, appointments, meetings, telephone calls, etc.
- Makes travel plans and books conference attendance for General Manager.
- Schedules conference space for internal meetings being held at the hotel.
- Maintains, prints, and posts the weekly Managers Schedule internally and to the Grand Geneva drive.
- Prints weekly, monthly and year to date NPS score reports for the General Manager.
- Communicates property NPS score to staff and managers weekly.
- Coordinates personnel and administrative forms for the office and forwards for processing to HR and other departments within the property.
- In the GMs absence, ensures that requests for action or information are relayed to the appropriate staff member; as needed, interprets requests and helps implement action; makes sure that information is furnished in a timely manner; decides whether GM should be notified.
- Trouble shoots guest related problems and complaints received into the General Managers Office by reaching out to the guest to resolve to their satisfaction.
- Reviews guest survey reports each morning and trouble shoots any issues on the surveys that need immediate action with the guest and departments within the hotel.
- Requests all new nBA user accounts for employees at Timber Ridge Lodge.
- Runs monthly comments and top five issue reports for the Owner Relations Manager.
- Reviews Trip Advisor site daily and responds to both positive and negative guest reviews on behalf of the General Manager.
- Reconciles the General Manager's PCard account on a monthly basis. Maintains receipts and back up documentation. Sends to the Corporate Senior VP for approval and to accounting department for payment processing.
- Provides data entry support to F/B department with Marcus Rewards, Food Service Rewards, etc. Enters all new Marcus Rewards program registrations for guests who enroll at the hotel. Adds points to guest accounts when they do not have their rewards card with them.
- Coordinate weekly pest control inspection reports with other departments within the hotel. Informs other departments of findings on the report and areas that need attention. Keeps a list of all rooms with pest issues that need attention when the vendor arrives and follow up on any ongoing issues.
- Organizes the ordering of VIP guest amenities requested by the General Manager.
- Make reservations for VIP guests of the hotel and complimentary night stay guests.
- Handles all incoming charitable donation requests for the property by approving, creating certificates and mailing them to organizations.
- Handles all guest recovery invite back/complimentary certificates for all departments within the hotel.
- Plans quarterly employee appreciation events for hotel associates.
- Keeps a schedule of all managers' birthdays including the planning of refreshments and recognition.
- Decorates the employee lounge for holidays and seasons.
- Recognizes associates by creating note cards on behalf of the general manager and sending them out with WOW cards.
- Reaches out to other hospitality properties regarding reciprocal trade certificates for employee appreciation. Maintains supply of prizes for events.
- Assists in managing crisis situations with staff and guests. Maintains telephone communication during emergency situations (fire alarms, inclement weather, bomb threats, etc.)
- Assists with special projects within the hotel by compiling information, creating spreadsheets, reports, binders and presentations.
- Make owner reservations and seek approval for maintenance / repairs from unit owners in the absence of the Owner Relations Manager.
- Perform other duties as assigned.

**Position Requirements**:

- Computer proficiency with MS Word, Excel, PowerPoint and Outlook
- Knowledge of HotSos, SMS Host and New Brand Analytics is a plus
- Team player attitude with the ability to interact with multiple levels of employees and clients within and outside the organization
- Must work well under pressure
- Ability to multi-task successfully
- Detail-oriented, with proven organizational and prioritization skills
- Excellent analytical skills with the ability to exercise appro

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