Executive Assistant

POSITION PURPOSE

The Executive Assistant serves as a key partner to leadership providing high-level administrative and operational support to ensure effective coordination of daily activities internal initiatives and associate engagement efforts. This role helps drive communication alignment and execution across departments while supporting a positive and collaborative workplace culture.

ESSENTIAL RESPONSIBILITIES

• Provide high-level administrative support to leadership including calendar management meeting coordination and handling confidential information.
• Manage hotel gift certificate sales and coordinate donation requests ensuring timely responses and alignment with company guidelines.
• Assist with onboarding of new employees including coordination of paperwork orientation logistics and new hire communication.
• Facilitate monthly safety meetings including scheduling preparing materials and tracking attendance and compliance.
• Lead and execute brand standard audits ensuring consistency with company expectations and identifying opportunities for improvement.
• Support planning and execution of internal events including coordinating logistics and decorating for monthly associate celebrations.
• Serve as a key connector for the leadership team supporting alignment communication and coordination across departments.
• Act as Manager on Duty (MOD) as assigned providing operational support issue resolution and cross-departmental coordination.
• Maintain organized records reports and internal documentation to support operational efficiency.

SUPPORTIVE FUNCTIONS

In addition to performance of the essential functions this position may be required to perform a combination of the following supportive functions with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:

• Prepare reports presentations correspondence and meeting materials with a high level of accuracy and confidentiality.
• Track action items deadlines and follow-ups to ensure timely completion of leadership priorities.
• Coordinate executive meetings including agendas notes and follow-up documentation.
• Support internal and external communications on behalf of leadership ensuring professionalism and consistency.
• Anticipate leadership needs and proactively support day-to-day operational efficiency.

PHYSICAL DEMANDS

• Ability to sit stand and walk for extended periods throughout the workday.
• Ability to lift carry push and/or pull up to 45 pounds occasionally (e.g. décor items office supplies event materials).
• Frequent use of hands and fingers to operate office equipment including computers phones and printers.
• Ability to bend stoop reach and perform light physical tasks related to event setup and breakdown.
• Visual ability to read documents computer screens and manage detailed information.
• Ability to communicate effectively in person over the phone and via electronic communication.

SPECIFIC JOB KNOWLEDGE SKILLS AND ABILITIES

The individual must possess the following knowledge skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job with or without reasonable accommodation using some other combination of knowledge skills and abilities:

• Must be able to speak read write and understand the primary language used in the workplace.
• Requires good communication skills verbal written and electronic.
• Considerable knowledge of complex mathematical calculations and computer programs.
• Must have excellent leadership capability and customer relations skills.
• Must be detail oriented with outstanding organizational and communication skills.
• Must possess intermediate computer skills.
• Intermediate excel skills (VLOOKUPs and Pivot Tables)
• Ability to analyze foresee user needs and makes judgments to ensure proper tools are provided at property level.
• Ability to effectively deal with internal and external customers some of whom will require high levels of patience tact and diplomacy and collect accurate information to resolve conflicts.
• Knowledgeable about basic function of Windows OS MS Office PMS PBX Key system and POS.
• Must have valid driver license and meet the companys insurance requirements for operation of motorize or electrical vehicles.
• Self-driven and able to work independently.
• Exceptionally strong in issue resolution and proven analytical skills with a strong attention to detail.

EDUCATION

High school diploma or equivalent required; additional education in business administration hospitality or a related field is a plus. Equivalent combination of education and relevant experience will be considered.

EXPERIENCE

• Prior hospitality experience preferred.
• Prior experience in an administrative role required.

LICENSES OR CERTIFICATIONS

• Ability to provide and maintain a valid drivers license as the position may require the operation of motorized and electric vehicles.

GROOMING

All Staff Members must maintain a neat clean and well-groomed appearance per Azul Hospitality standards. Refer to the property specific required grooming and uniform standards policy.

ATTENDANCE

Regular attendance in conformance with the standards which may be established by Azul Hospitality from time to time is essential to the successful performance of this position. Staff with irregular attendance / tardiness will be subject to disciplinary action up to and including termination of employment. Upon employment all staff is required to fully comply with Azul Hospitality rules and regulations for the safe and effective operation of the hotels facilities. Staff members who violate hotel rules and regulations will be subject to disciplinary action up to and including termination of employment. Due to the cyclical nature of the hospitality industry staff members may be required to work varying schedules to reflect the business needs of the addition attendance at all scheduled training sessions and meetings is required. This job description is not an exclusive or exhaustive list of all job functions that a staff member in this position may be asked to perform from time to time.

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