Administrative Assistant to the General Manager
Position Summary: The Administrative Assistant to the General Manager (GM) provides comprehensive administrative support to the GM and assists in managing daily operations. This role requires a strong understanding of the hospitality industry, exceptional organizational skills, and the ability to multitask in a fast-paced hotel environment. The Administrative Assistant will handle a variety of administrative tasks, coordinate communication, and work closely with all departments to ensure smooth hotel operations.
Key Responsibilities:
- Administrative Support:
- Manage the GM's calendar, schedule meetings, and coordinate appointments.
- Prepare correspondence, reports, presentations, and other documents as requested by the GM.
- Organize and maintain files, both physical and digital, ensuring easy access to critical information.
- Screen and prioritize phone calls, emails, and other communications to the GM.
- Assist with drafting and distributing internal memos, meeting agendas, and minutes.
- Operational Support:
- Collaborate with department heads to assist with project coordination and ensure communication flows smoothly between the GM and various departments.
- Assist in tracking hotel performance metrics, including guest satisfaction scores, occupancy rates, and budget updates.
- Manage special projects assigned by the GM, including event coordination and on-site inspections.
- Act as the liaison between the GM and external stakeholders, including vendors, partners, and corporate offices.
- Guest Relations:
- Handle guest inquiries directed to the GM's office, ensuring timely and professional responses.
- Assist the GM in addressing and resolving guest complaints or concerns.
- Monitor guest feedback and collaborate with relevant departments to continuously improve guest satisfaction.
- Meeting Coordination:
- Organize and prepare for meetings, including setting up venues, preparing materials, and coordinating with participants.
- Take minutes during meetings and follow up on action items to ensure they are completed on time.
- Assist in preparing presentations or reports for meetings with department heads, corporate offices, or external partners.
- Budget and Financial Support:
- Assist in tracking and managing expenses, budgets, and invoices for the GM’s office.
- Help prepare budget reports and financial documents for review by the GM.
- Coordinate with accounting and finance departments to ensure accurate and timely submission of financial records.
Skills and Qualifications:
- Proven experience as an administrative assistant, preferably in a hotel or hospitality setting.
- Strong understanding of hotel operations and industry standards.
- Excellent organizational and multitasking skills.
- Strong communication and interpersonal skills, both written and verbal.
- Strong Mathematical skills
- Ability to prioritize tasks and manage time efficiently.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and hotel management software.
- Ability to work in a fast-paced environment with attention to detail.
- Strong problem-solving skills and the ability to work independently or as part of a team.
- Must be available to work weekends as needed.
Education and Experience:
- High school diploma or equivalent required; an associate or bachelor’s degree in hospitality, business administration, or a related field is preferred.
- A minimum of 2-3 years of administrative experience, preferably within the hospitality industry.
Working Conditions:
- This position may require occasional evening or weekend work depending on hotel needs and events.
- The role involves a combination of desk work and interaction with various hotel departments, requiring flexibility and adaptability.
This role is ideal for someone who has excellent organizational skills, enjoys working in a hospitality environment, and thrives in supporting leadership to ensure the success of hotel operations.
DoubleTree by Hilton in Sacramento is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
Job Type: Full-time
Pay: $23.00 - $25.00 per hour
Benefits:
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
- Weekends as needed
Work Location: In person
