Scope of Position The Senior Administrative Assistant will work with the Vice President and General Manager supporting administrative functions within the Hotel Executive Offices. This includes support for the executives in the following areas: Human Resources, Finance and General Manager. In addition to overall administrative support this position provides service and support for hotel guests and clients, vendors, and internal departments. As an Administrative Assistant the primary focus is to ensure that our external as well as our internal customers receives the highest degree of service. This position maintains an enthusiastic, efficient, and professional office environment. This role reports directly to the Vice President & General Manager and may take direction from other managers on the Planning Team. Schedule Requirements This position schedule requirements are Monday through Friday 8:30 AM to 5:00 PM with some possible overtime. Key Responsibilities Manage Vice President and General Manager’s calendar Create and develop contracts, proposals, business letters, banquet event orders, resumes, and floor plans Manage Sales & Marketing P&L expense reconciliation Process and code all invoices through V1 Work with Sales Managers in pulling weekly rooming lists Maintains accuracy of all information in FDC database. Manages the flow of the General Manager’s office Greet all visitorsAnswer all incoming calls and respond promptly to internal and external customersOpen and sort incoming mail and correspondence Office Supplies inventory and management; maintaining appropriate inventories of office supplies and products; maintains postage, copier, and other equipment and office machines. Manage customer satisfaction (Medallia, TripAdvisor, etc.) responses and guest and client complaints and escalate when necessary, including the Q-Card recognition program Clerical functions such as typing, filing, and various other administrative functions Assistance with preparation of reports including the use of Excel, Word, and PowerPoint presentations as needed Responsible for responding to all correspondence Oversee the distribution of customer entertaining for the Sales office Submits any billing and all pricing requests to management for approval Maintain and replenish Sales marketing materials and collateral for the Sales Office. Works on special projects as assigned Oversee the filing (both digitally and physically of all old contracts) Attends all applicable hotel meetings e.g., department, staff, food and beverage, sales, and P&L reviews Assists in building strong relations with other hotel departments, team members, and outside agencies and vendors Represent the hotel with a positive attitude and professional attire Follow sustainability guidelines and practices related to Seaport’s sustainability programs Carry out any other duties which fall within the broad spirit, scope, and purpose of this job description and which are commensurate with the role Ensures the integrity, image, cleanliness, and maintenance, of the space using the resources provided Responsible for practicing, managing, and promoting our Mission and Values so that it becomes an intricate part of the everyday operation. Completes any duties or projects assigned by the Management. Required Job Knowledge and Skills Excellent typing and computer skills including Microsoft Word, Excel, and Power Point Knowledge of these programs a plus; Concur, Opera, Amadeus FDC, Sun Systems Excellent written and verbal communication skills Ability to work in a fast-paced environment while prioritizing work and multi-tasking The position requires a proactive attitude, problem solving skills, ability to handle multiple priorities and a flexible demeanor which will contribute to the changing business demands and priorities. Committed to delivering a high level of customer service Excellent grooming standards Ability to work under pressure Ability to work on their own Positive attitude Excellent communication skills Exceptional organizational skills Experience: Experience working with different cultures and backgrounds preferred Hospitality experience preferred Education: College degree or equivalent work experience Language Skills: Fluency of the English language is required (read, write, speak) Must be able to listen to, read and/or write instructions, memos, short correspondences, and messages. This job description in no way states or implies that these are the only duties to be performed by the person occupying this position. The person in this position will be required to perform any other job-related duties assigned by their supervisor.