Administrative Assistant

About this position

Three miles from Montana State University

We re off I-90, under three miles of Montana State University and downtown Bozeman, and walking distance from a choice of restaurants. It s 15 minutes to the Museum of the Rockies, and Bozeman Yellowstone International Airport (BZN) is 9 miles away via our free shuttle (6am - 11pm). Enjoy our restaurant, indoor pool, and 24-hour convenience shop.

Administrative Assistant

Hilton Garden Inn in Bozeman is seeking an organized, dependable and service-oriented Administrative Assistant to support the daily operation of the hotel. Reporting directly to the Hotel General Manager, this position performs a variety of administrative, accounting and sales-support duties while helping the hotel maintain an efficient and welcoming environment.

The ideal candidate is detail-oriented, comfortable managing multiple priorities and able to communicate professionally with guests, team members, vendors and business partners. Previous accounting and sales experience is preferred, particularly within a hotel or hospitality environment.

Key Responsibilities

• Provide day-to-day administrative support to the Hotel General Manager and hotel leadership team.
• Prepare correspondence, reports, spreadsheets, presentations and other business documents.
• Maintain organized electronic and paper records in accordance with hotel procedures.
• Assist with scheduling, meetings, calendars and internal communications.
• Answer telephone calls, respond to emails and direct inquiries to the appropriate department.
• Support basic accounting functions, including invoice processing, accounts payable documentation, account reconciliation, deposits and financial recordkeeping.
• Assist with payroll, timekeeping and employee documentation as assigned.
• Provide administrative support for group sales, corporate accounts, events and client follow-up.
• Help prepare sales proposals, agreements, reports and promotional materials.
• Maintain customer, vendor and business-account information accurately and confidentially.
• Coordinate with hotel departments to support smooth daily operations and a positive guest experience.
• Order and maintain office supplies and assist with vendor coordination.
• Support special projects and perform other administrative duties as assigned by the General Manager.

Preferred Qualifications

• Previous administrative or office-support experience.
• Experience with basic accounting, bookkeeping or financial recordkeeping.
• Previous sales, sales-support or customer-relationship experience.
• Hospitality or hotel experience strongly preferred.
• Proficiency with Microsoft Office, including Outlook, Word and Excel.
• Experience with hotel-management, accounting or customer-relationship systems is a plus.
• High school diploma or equivalent required; additional education in business, accounting, hospitality or a related field is preferred.

Knowledge,

Skills and Abilities

• Strong organizational skills and attention to detail.
• Professional written and verbal communication.
• Ability to manage competing priorities and meet deadlines.
• Sound judgment and discretion when handling confidential information.
• Strong customer-service orientation and a collaborative approach.
• Ability to work independently while supporting a team environment.
• Basic understanding of accounting procedures and business documentation.
• Dependable attendance and consistent follow-through.
• Willingness to learn hotel systems, procedures and brand standards.
• Reports to:
  
  Hotel General Manager