Executive Assistant to Executive Office

Position: Executive Assistant to the Executive Office
Company Description

Why work for Fairmont?

At Fairmont, our passion is to connect our guests to the very best of our destinations. From the beaches of Hawaii to the deserts of the United Arab Emirates to the heart of London, our hotels offer guests extraordinary places, created by combining unique architecture, expressive decor and artistry, and magnificent features. Add engaging service, and the result is an unforgettable guest experience.

Job Description

SUMMARY

Perform day-to-day administrative functions of the Executive Office and insure an effective and efficient level of communication and coordination within the organization. Oversee common administrative functions that include correspondence, office telephone communications and responses. Establish and maintain general and specific office procedures, records, reservations, reports and logs. Coordinate the office to insure effectiveness and establish lines of communication with key managers to insure efficient flow of information.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Maintain a consistently professional presence in the Executive office
• Assist with scheduling appointments and travel, answering phones, relaying messages for the GM and Dir of Rooms
• Provide direct support to the General Manager and Director of Rooms, including personal matters, managing work calendar, travel accommodation and events, producing correspondence and reports, and scheduling hotel meetings
• Communicate and coordinate with department leaders to collect data and information to prepare reports and presentations
• Coordinate the visits of VIP guests, ensuring they receive the highest level of service
• Serve as a principal source of information for the team and organize and implement administrative systems and procedures
• Handle highly confidential/private matters
• Assist with presentations for townhall, ownership and corporate
• Manage Trust You, Trip Advisor, Google, etc. responses.
• Resolve online and in-house guest complaints when needed
• Assist and keep a track of the LQA and Forbes internal audits
• Present action plans when needed
• Prepare the welcome letters for guests
• Pick up and deliver internal mail
• First hand contact with ownership, asset management, corporate and residents
• Photocopy, distribute, and file all letter/email correspondence for complaint/compliment letters, comment cards
• Control the complimentary nights guest certificates
• Manage all guest correspondence for the Executive Office and any compensation letters from the Front Office or F&B
• Assist Corporate office representative and Dir of Rooms with problem resolution
• Maintain lobby ambassador, leadership schedule in order
• Assist operational departments with projects and collateral as requested by the GM or Dir of Rooms
• Assist with external and internal requests for preferential room rates, VIP reservations for rooms and dinning.
• Organize itineraries for incoming VIP's in collaboration with GM or Dir of Rooms
• Assist Concierge and VIP coordinator with any special guest requests or needs
• Order VIP amenities generated from the Executive office
• Maintain the office supply inventory
• Maintain the confidentiality of all correspondence and communication within the office
• Compile, take and send out the minutes for meetings that are requested
• As required, assist other department such as sales or PR for client relation events
• Be available with prior notice to have flexible working hours for morning and evening work related activities
• Assist the Human Resources office with administrative assistance when necessary.
• Perform other hotel tasks as assigned
• Assist with presentations for townhall, ownership and corporate
• Manage Trust You, Trip Advisor, Google, etc. responses.
• Resolve online and in house guest complaints when needed
• Assist and keep a track of the LQA and Forbes internal audits
• Present action plans when needed

What is in it for you:

• Salary Range: USD $80,000 to USD $90,000 gross
• Discounted hotel rooms, food & beverage rates and spa services to employees at our sister properties around the globe
• Duty meal in our staff cafeteria and dry cleaning of work attire
• Learning programs through our Academies to promote growth and development so that you can perform at your full potential
• Opportunity to develop your talent and grow within your property and across the world!
• Ability to make a difference through our Corporate Social Responsibility activities, like Planet 21 and WATCH

Qualifications

QUALIFICATIONS necessary to perform this job successfully include but are not limited to:

• Excellent interpersonal communicative skills and ability to deal effectively with wide range of individuals and personalities. Must be comfortable communicating with affluent persons, aggressive businesspersons, executive level staff, and in handling guest complaints while maintaining composure
• Excellent telephone skills, meticulous with regards to messages and funneling the caller to the right source to resolve the problem
• 5 years hotel experience as a minimum.
• Thorough working knowledge of MS Word, Excel,…