Administrative Assistant II - Hotel

Description

This posting is specifically for the Level II Administrative Assistant position supporting the Hotel Department. This role provides administrative and operational support and requires strong organizational skills, attention to detail, effective communication, follow-through, and the ability to manage multiple priorities in a fast-paced hospitality environment.

Please carefully review the full job description, essential duties and responsibilities, qualifications, and requirements before applying. Candidates should ensure they meet the minimum qualifications and understand the responsibilities and expectations of the Level II position.

Performs administrative and office support activities for the department. May assist with overflow work and fill in for other administrative staff.

Level I

• Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.
• Assists the department with day-to-day administrative needs
• Composes and types personal letters, inner-office correspondence and other memos to department.
• Coordinates with other departments on a regular basis to ensure compliance with organizational policies and procedures.
• Ensures up-keep and maintenance of employee files, including names, addresses, telephone numbers and titles, as well as all other files within the department in accordance with the organization's policies and procedures.
• Files correspondence and other records.
• Greets visitors, ascertains nature of business, and conducts visitors to employer or appropriate person.
• Maintains and updates master calendar of department activities.
• Maintains current inventory records of all department supplies.
• Maintains hard copy and electronic filing system.
• Maintains proper records of Personal Action Notices and Unsatisfactory Performance Documentation. Compiles such information on an as needed basis.
• Makes copies of correspondence or other printed matter.
• Orders office supplies for the department as needed.
• Performs general clerical duties to include but not limited to;
  Photo copying, faxing, mailing, scanning and filing.
• Places orders for operational equipment, office supplies, professional services, uniforms and tracks progress and results.
• Prepares outgoing mail.
• Processes payroll on a biweekly basis. Initiates appropriate adjustments.
• Reads and routes incoming correspondence. Locates and attaches appropriate file to correspondence to be answered by departmental staff.
• Records minutes of staff meetings.
• Responsible for the accuracy, confidentiality and thoroughness of departmental records and reports.
• Schedules appointments for employer.

Level II

• Performs all duties of Level I, plus
• Performs complex administrative support to department.
• Interprets organizational policy and assists departments with compliance.
• Drafts and types departmental policies and procedures.
• Drafts correspondence the department and/or Manager based on departmental knowledge.
• Responds to requests for information from other departments and/or the public.
• Coordinates meetings, conferences, arranges travel schedules and reservations for the department and/or Manager.
• Tracks attendance and reports to manager any issues that arise, including the need for possible disciplinary actions.
• Gathers data, compiles and types statistical reports.

Level III

• Performs all duties of Level I & II, plus
• Studies management methods in order to improve the effectiveness and effectiveness and efficiency of work flow. Reviews and analyzes budget reports, identifies administrative needs and develops appropriate solutions or recommendations.
• Conducts research and analytical studies, preparing reports that include cost analyses, comparative financial data, and informational data to support findings.
• Coordinates collection and preparation of operating reports such as time and attendance records, terminations, new hires, transfers, budget expenditures, and statistical records of performance data.
• Monitors and controls inventory of equipment and supplies.
• Prepares for action by management recommendations for acquisition of newly developed, additional or replacement equipment.
• Coordinates maintenance activities with operations to avoid disruption in communications and ensure efficiency of operations.
• Interprets and applies laws, rules, and regulations applicable to the organization.
• Uses judgment and makes decisions when faced with equipment failure, inhospitable maintenance…