Job Description

Role Overview: The Executive Office Administrative Assistant is a dynamic role combining administrative support to the General Manager with leadership and operational management of hotel outlets. This role ensures the implementation of hotel policies, standards, and procedures while offering professional, engaging, and friendly service to guests. The Executive Office Administrative Assistant is responsible for maintaining guest satisfaction, managing VIP services, coordinating with various departments, and ensuring the financial and operational success of the outlets.

Key Responsibilities:

Administrative Support:

• Provide administrative support to the General Manager, ensuring the implementation of hotel policies, standards, and procedures as they apply to administrative functions.
• Create guest invite back letters and correspondence, track all guest invite backs, and assist with making guest invite back reservations and any VIP Executive Office reservations.
• Enter and follow up on traces to ensure all necessary reservations receive VIP treatment, including personalized amenity cards from the Executive Office and welcome amenities.
• Assist the operation with guest satisfaction survey replies and reviews, and other guest and member correspondences.
• Partner with the ALL Loyalty team and Front Office to ensure all high-level ALL guests (Silver, Gold, Platinum, and Diamond) are correctly acknowledged with appropriate welcome amenities and cards.
• Assist and work with the Sales Coordinator to manage donation requests.
• Manage and own Executive Office phone calls and schedules.
• Assist with internal mail and communication.
• Assist Concierge and the Loyalty team with any special guest requests or needs.
• Order VIP amenities generated from the Executive Office and maintain office supplies.
• Champion each holiday and special occasion, including ordering decorations, storing, and tracking each holiday's public area activations.
• Maintain the confidentiality of all correspondence and communication within the Executive Offices.
• Manage the schedules of both the General Manager and Director of Operations.
• Follow department policies, procedures, and service standards.
• Follow all health and safety policies.
• Other duties as assigned.

Outlet Management:

• Oversee the day-to-day operation of the assigned outlet, ensuring all service standards are followed.
• Produce and implement creative promotional programs within the F&B outlet to increase revenues.
• Work closely with the Culinary team to execute the delivery of all Food & Beverage promotions and menus, creating a destination of choice for both hotel and external guests.
• Conduct monthly departmental meetings and daily stand-ups for each outlet.
• Ensure the outlet achieves its financial and operational targets.
• Oversee inventory of Food and Beverage for all outlets.
• Adhere to the annual budget and administer it in a fiscally responsible manner.
• Monitor food and beverage revenue, labor, and operating expenses throughout the outlets.
• Monitor all guest service standards, constantly seeking ways to improve product and service as well as increase volumes and profits.
• Develop and oversee weekly staffing schedules to align with business needs and adhere to labor standards
• Perform coaching and annual performance reviews for colleagues and leaders.
• Drive colleague engagement surveys and action plan elaboration.
• Conduct training and perform audits for staff.
• Responsible for LQA training, performing, and auditing standards.
• Configure Micros as a Micros Champion and utilize Avero Slingshot for data reports and outlets revenue and labor management.
• Attend all meetings assigned as part of the F&B team leadership.
• Apply and respect the code of ethics and the Union bargain contract.
• Manage guest problem resolution and assist outlet managers in all tasks.
• Balance operational, administrative, and colleague needs.
• Other duties as assigned.

Qualifications

• Proven experience in both administrative and F&B roles within the hospitality industry.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Ability to work collaboratively with various departments and manage cross-functional tasks.
• Proficiency in using hotel management software and systems, including Micros and Avero Slingshot.
• Strong leadership and team management skills.
• Commitment to providing exceptional guest service and maintaining high standards of confidentiality.

Additional Information

Visa: Must be able to provide proof of eligibility to work in the United States

Our commitment to Diversity & Inclusion:
We are an inclusive company and our ambition is to attract, recruit and promote diverse talent. Claremont Club & Spa is an Equal Employment Opportunity Employer EEOE M/F/V/D

Salary Range: $70,000 to $85,000