Service Leader - Executive Assistant

Shangri-La Toronto

With creativity personal commitment and an emotional sense of true hospitality provide advanced professional secretarial assistance and administrative support to the General Manager and work closely with the Executive Committee in the hotel to maximize the balance between Colleague Guest and Owner satisfaction.

• Demonstrates a high level of integrity provides a 5-Star experience to Guests and sets a positive example for Colleagues in providing true Shangri-La hospitality from the heart.
• Write edit and proofread correspondence articles presentations speeches web site publications and reports and provide high attention to detail in all communication.
• Oversee the flow of information internally with other departments and organizations.
• Manage calendar coordinate meetings and set up appointments.
• Assist with organizing events such as conferences meetings and other special events in the hotel.
• Maintain records on behalf of the General Manager ensuring that a filing system is established and that documents are readily available when needed.
• Track availability of Executive Team members and for those who are travelling on company business assist with itineraries flights bookings and other travel needs.
• Assist with flight and hotel bookings for colleague relocations.
• Respond to general telephone inquiries in a professional manner screening calls handling appropriately and relaying telephone messages.
• Write announcements for new colleagues joining (who report into the General Manager) as well as create their orientation schedule.
• Order stationary items for the Executive Office.
• Attend meetings participate record prepare and distribute meeting notes.
• Ensure compliance to all hotel policies standards and core quality practices.
• Maintain positive communication with all departments in the hotel and stay well informed of hotel VIPs activities promotions and events.
• Assists with Food & Beverage administrative tasks.
• Assist the hotels Learning & Development with Medallia comments and reviews.
• Create gift certificates for donation/sponsorship purposes.
• Assist the Finance team with the daily cheque register.
• Reply to all comments on the General Managers behalf on social media platforms such as google TripAdvisor Expedia and .
• Assist the Director of Marketing with all retail-related tasks such as keeping inventory responding to inquiries and shipping out items.
• Undertake other ad hoc related responsibilities as required.

The following is considered mandatory for this position:

• Detailed oriented Highly organized superior time management skills exceptional attention to detail particularly with emails and documents.
• Time management and organizational skills Well organized able to plan and prioritize workload multitask and demonstrate strong time management skills.
• Emotional maturity Internally proud outwardly gracious and humble a genuine ability to demonstrate Shangri-La core values of respect sincerity helpfulness courtesy and humility.
• Teamwork & Respectful workplace Friendly and helpful demeanor that fosters a respectful environment for others with an exceptional ability to work well with others.
• Ethical conduct and responsibility Set a positive example and fulfills responsibilities with the highest integrity ethics and professionalism.
• Technology proficiency Fully competent with current Windows based programs and all office equipment.
• Customer Service Excellence Genuine warm presence friendly sincere nature strives for service excellence internally proud outwardly gracious and humble.
• Organizational skills Superior office administration skills strong organizational and multitasking skills and ability to manage multiple projects successfully.
• Analytical Ability to analyze and develop timelines project resources departmental needs develop corrective plans monitor and evaluate results.
• Functional knowledge Demonstrates excellent knowledge and high competence in technical areas of Shangri-La Intranet Opera and Open Table systems.
• Communication Highly developed communication skills with excellent presentation verbal and written communication 100% fluency in English ability to develop correspondence related to the position.
• Operational Excellence A strong understanding of all aspects of Hotel Operations and Human Resources experience is considered an asset.
• Applicants must possess excellent interpersonal and organizational skills to handle high volume short time frame demands.

Shangri-La Toronto is compliant with its obligations under the Accessibility for Ontarians with Disabilities Act 2005 and will provide reasonable accommodation in the application and interview process for this position upon request.

Other Requirements:

• Minimum 3 years previous work experience in a similar executive administration role an asset.
• Previous Shangri-La Hotels and Resorts experience helpful.
• Previous experience within an international world-class hotel brand is an asset.
• Windows based programs such as Word Excel and PowerPoint are essential.
• Minimum education requirements: High school diploma.
• Must be eligible to work in Canada.