Highgate Hotels

Highgate is a leading real estate investment and hospitality management company widely recognized as an innovator in the industry. Highgate is the dominant player in major U.S. gateway cities including New York, Boston, Miami, San Francisco and Honolulu, with a growing Caribbean and Latin America footprint. The hospitality forward company provides expert guidance through all stages of the property cycle, from planning and development through recapitalization or disposition. Highgate has a proven record of developing its diverse portfolio of bespoke lifestyle hotel brands, legacy brands, and independent hotels and resorts with contemporary programming and digital acumen. The company utilizes industry-leading revenue management tools that efficiently identify and predict evolving market dynamics to drive outperformance and maximize asset value. With an executive team consisting of some of the most experienced hotel management leaders, the company is a trusted partner for top ownership groups and major hotel brands. Highgate maintains corporate offices in New York, Chicago, Dallas, London, Miami, and Seattle. www.highgate.com.

Location

The Elser Hotel & Residences is a 49-story luxury condominium hotel located in Downtown Miami. The newly completed tower offers 646 fully furnished rooms/residences, over 19,000 square feet of curated amenities and 5,000 square feet of prime retail space. Named after the iconic Elser Pier, which was built in the 1900s and became the premier place for locals and visitors to enjoy the magical shoreline of Biscayne Bay in downtown Miami, The Elser Hotel & Residences will continue this tradition.

Overview

The Executive Administrative Assistant plays a key role as administrative support to the General Manager and executive office and is responsible for clerical, administrative and other duties to assist in the smooth operation to the overall hotel.

Responsibilities

• Manage Microsoft Outlook for GM and executive office to include appointment calendar, email correspondence, tracking and filing, contacts, out of office and notes
• Filing to include electronic, hard copy and email
• Facilitate smooth daily, weekly, monthly individual, departmental and corporate meeting prep, agendas, necessary documentation and recaps
• Assist with managing and track internal and corporate deadlines for GM, executive office and department heads
• Understand internal reports, purchasing and invoice systems
• Assume responsibility for and execute special projects
• Sort incoming mail, create a log of all checks received and fill out deposit of checks
• Special event committee recorder
• Assist with weekly manager’s office payroll
• Manage restaurant gift certificate donations and associate birthdays issuance and log
• Complete GM expense reports for monthly and one time purchases
• Assist GM and executive office with creation of contracts, agreements, reports, and presentations
• Assist GM with sensitive personnel assessments, documentation, incentive tracking and merit increases
• Complete check requests for donations, capital and special events
• Track capital project submissions
• Manage executive committee attendance calendars
• Filter all guest contact for GM to include but not limited to: customer conflict resolution, billing disputes, VIP guest coordination and charitable donations
• Manage quarterly Exceptional Customer Service program training schedule and ECS card inventory Coordinate and oversee the Zonegate program
• Participate in other departmental projects and operational functions when requested
• Use proper two-way radio etiquette at all times when communicating with other employees

Qualifications

• High School diploma or equivalent required and/or experience in a hotel or a related field preferred.
• At least 2 to 3 years of progressive experience in a hotel or related field preferred.
• College course work in related field helpful.
• Computer knowledge/skills required.
• Flexible and long hours sometimes required.
• Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
• Ability to read, analyze, and interpret general business documents.
• Ability to write reports and business correspondence.
• Ability to effectively communicate information and respond to questions from managers, clients, guests, and the general public.
• Must be able to maintain high confidentiality of information.
• Must be effective at listening to, understanding, and clarifying concerns raised by employees, managers and guests.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, verbal, diagram, or presentation form.
• Enthusiastic, go-getter individual
• Must be able to multitask and prioritize departmental functions to meet deadlines.
• Attend all hotel required meetings and trainings.
• Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.
• Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
• Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
• Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
• Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
• Must be able to cross-train in other hotel related areas.
• Must be able to show initiative, including anticipating guest or operational needs.
• Perform other duties as requested by management.
• Maintain a warm and friendly demeanor at all times.
• Meet or exceed set goals.