ABOUT US:

The Palms Hotel & Spa is a AAA 4-Diamond rated resort and one of Miami Beach’s top award-winning independent beach resorts. Our beachfront property features 251 luxuriously appointed guestrooms and suites, an extensive tropical garden and pool area, a spacious beach concession, and over 8,000 square feet of indoor and outdoor meeting space for social and corporate events. The Restaurant at The Palms delivers all-natural dining at its finest, with a global menu of locally and sustainably sourced ingredients at the core of its philosophy. The Palms Spa, an AVEDA lifestyle spa, features holistic treatments influenced by ancient Ayurvedic philosophy designed to deliver a highly personalized experience.

A member of Preferred Hotels & Resorts, The Palms Hotel & Spa has been independently owned and operated by a European family for over 25 years. Known as Miami Beach’s premier destination for wellness and relaxation, a forerunner in green hotel operations, an expert in wedding services, and an authority in healthful eating and all-natural spa services, our hotel has won many accolades and awards. Enjoy a stable work environment in a professionally run hotel, where we help each other to flourish and grow. Come and be a part of our family!

JOB SUMMARY:

The Executive Assistant represents the hotel and General Manager in matters concerning the hotel regarding guests, team members, industry associates, and vendors. Provides administrative support and assists the General Manager with his/her daily operational duties and other special projects.

The Palms Hotel & Spa aims for the highest professional standards for its staff. A positive attitude, knowledge of all facets of the operation, attention to detail, and the ability to organize and prioritize work tasks are essential qualifications required.

MAIN DUTIES & RESPONSIBILITIES

ADMINISTRATIVE RESPONSIBILITIES:

• Maintain vendor contract files and maintenance agreement files, county and state permits, and licenses to ensure accordance with the law.
• Assist the General Manager with code compliance issues, including research, documenting, and acting as liaison with regulating agencies.
• Organize yearly P&L reports every month
• Generate/review MOD (Manager on Duty) schedule/reports.
• Attend weekly meetings, including staff and Guest Reviews meetings
• Act as a project manager for special projects at the request of the General Manager, which may include event planning and coordinating.
• Type correspondence, including letters, memos, forms, policies, and procedures (including handling and maintaining confidential information).

• Assist the General Manager in managing his schedule and handling internal and external calls.

GUEST RELATIONS RESPONSIBILITIES:

• Respond to guests’ correspondence, groups’ affiliation, and vendors on all related issues. Then, communicate with the guest (via telephone or in writing (email/letter)) to reestablish a positive image of the hotel.
• Research, evaluate and record all glitch reports and determine the appropriate compensation type, if any.
• Discuss glitch reports with respective department heads to identify service challenges and help in implementing/improving necessary changes where needed.
• Respond or delegate responses of ihotelier and Thayer Interactive instant follow-up, email guest responses, questions, reservation inquires, etc.
• Review the VIP (Very Important Person) arrival list to ensure that special needs, such as assigned room, amenity, etc, are in order. Ensure comment (Contact E.A.M. Manager upon arrival) is in the system so VIPs will be personally greeted.

OTHER DUTIES & RESPONSIBILITIES:

• Maintain the highest level of customer service and guest satisfaction according to the standards set forth by The Palms Hotel and Spa
• Ensure compliance with health and sanitation policies in all areas
• Adhere to all safety, and security procedures according to hotel policy
• Adhere to all sustainability guidelines as per the Inspired by Nature Program.
• Assist with other duties as assigned

QUALIFICATIONS

Knowledge, Skills, and Abilities Required:

• Ability to be discreet and handle very confidential information
• Strong interpersonal skills and ability to speak effectively to all levels of the organization.
• Excellent organizational skills and ability to pay attention to details
• Ability to work effectively in a multi-cultural team environment
• Proficient in the English language (written and verbal), a second language is an asset
• Ability to juggle multiple competing priorities and meet deadlines
• Strong customer service skills and ability to show genuine care for all internal and external guests.
• Ability to work independently and as part of a team
• Maintain a professional appearance and manner at all times

Education/Certifications

• Degree in a relevant field or two years of related experience, or equivalent combination of education and experience
• Strong knowledge of Microsoft systems (Word, Excel, Outlook, and PowerPoint).
• Previous experience with a computerized Property Management System (PMS System) or knowledge of OPERA PMS system is a plus

WORK CONDITIONS & PHYSICAL DEMANDS:

• Ability to work a flexible schedule to meet the business needs of the Hotel
• Able to lift unassisted 20 pounds.

This job description is not necessarily an exhaustive list of all responsibilities, skills, duties and requirements, efforts, or working conditions associated with this position. While this is intended to be an accurate reflection of the current tasks performed, management reserves the right to revise or require other commitments when circumstances prevail.

The hotel operates seven days a week, 24 hours a day. We may find it necessary to schedule shifts according to our business volume. You must be willing and available to fulfill changing operational demands.

All requirements are subject to possible modification to reasonably accommodate individuals with a disability.