Executive Assistant
6 days ago
Support the Executive Office by providing confidential administrative support to the Ownership, Managing Director and Executive Management team; greet and assist visitors; answer incoming calls to the Executive Office and handle guest complaints that come to the office. Assist in the preparation and organization of files and documents for the upcoming Phase II construction.
Role and Responsibilities
- Perform clerical duties such as typing correspondence and reports, filing, and answering phones. Maintain and upkeep various filing systems, including vendor information where necessary.
- Schedules appointments, travel arrangements, reservations and conference rooms for Hotel Ownership/Management and/or his/her designate(s).
- Assist in the preparation of correspondences on behalf of Managing Director.
- Maintain an appointment calendar for the Managing Director and/or Exec Management.
- Liaise with Department Heads on a daily basis.
- Attend and participate in Management Team meetings, prepare and distribute minutes in a timely manner.
- Receive visitors and guests. Answer questions and concerns; follow through to resolution or refer to the appropriate manager.
- Assure all incoming and outgoing correspondence is typed, received, mailed and/or filed as required.
- Review and respond to emails and voice mails for MD and Hotel Ownership/Management as per their direction.
- Compose and type routine correspondence based on organizational practice, policies and procedures at the direction of the Hotel Ownership/Management.
- Maintain a filing system and file hotel records, correspondence and other miscellaneous items.
- Maintain a professional working environment and attitude.
- Maintain and upkeep of all office equipment.
- Assistance may be required by other departments and other duties as may be assigned by other Directors.
Qualifications
- Ability to organize moderate amounts of business information and develop it into cohesive, professional reports and presentations, with little guidance.
- Detail oriented, extremely well organized, and able to manage time and multi-task to accomplish a multitude of tasks, with conflicting priorities and timelines.
- Must have excellent oral/written communication and interpersonal skills and must be able to interact with all levels of guests in a professional and cordial manner.
- This position requires someone with strong computer aptitude with strong knowledge of MS office applications.
- Must be self motivated, decisive, responsible and capable of working under stressful conditions.
- Ability to deal with highly sensitive and confidential material.
- Flexible shift availability including evenings, weekends and holidays.
- Must be an active employee ingood standing with the company and employed for a minimum of 12 months
Hotel X Toronto is committed to accommodating people with disabilities as part of our hiring process. If you have special requirements, please advise Human Resources during the recruitment and selection process.
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