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Fairmont Hotels & Resorts · 1 day ago

Executive Assistant to the Executive Office

Los Angeles, CA

Full-time

Onsite

Mid, Senior Level

$80K/yr - $90K/yr

5+ years exp

Fairmont Hotels & Resorts is a renowned hospitality company that strives to provide exceptional guest experiences. The Executive Assistant will perform day-to-day administrative functions in the Executive Office, ensuring effective communication and coordination within the organization while supporting the General Manager and Director of Rooms.

HospitalityResorts

No H1B

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, TripAdvisor, 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 dining

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, TripAdvisor, 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

Qualification

Fluent in EnglishInterpersonal communicationMS WordMS ExcelOrganizational skillsTelephone skillsDiscretionTyping skillsBasic accountingHandle multiple tasksSpanish (preferred)Positive attitude

Required

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, e-mail, and ability to research information on the internet

Demonstrated organizational skills

Must be discreet and able to diffuse difficult situations

Ability to handle multiple tasks

Competency with basic accounting functions

Excellent typing and general secretarial skills

Mature, professional demeanor

Positive attitude

Fluent in English

Ability to speak Spanish preferred. Must be able to communicate clearly with colleagues and applicants via phone, face to face, and written means