Executive Assistant

WE PREPARE, INSPIRE, EMPOWER, ENTRUST IN YOU!

We are committed to invest in our people to develop a happy and prosperous future. We support you every step of the way in your career journey and offer benefits and unique learning and development opportunities that include:

Competitive Wages

• Medical, Dental, Vision Insurance
• Life Insurance
• 401K Program
• Paid Holidays and Vacation
  
  

JOB OVERVIEW:

The Assistant is responsible for building and maintaining positive relationships with brand affiliates, customers, and vendors. The position manages Executive Reports, Business Insights, Lease Management Files & Registration.

The position must maintain high level of motivation, confidentiality, work well in fast paced environment, and assist with the development of relevant brand stories, new services, amenities and departmental best practices.

REPORTS TO: Ownership

KEY RELATIONSHIPS:

Internal: Brand Owners and Developers

External: Residents, Resort Customers, Partners, Key Influencers, Local Government and Associations, Beach Club Members, Visitors, Key Vendors, Public Relations Companies, Media Guests, Leading Hotels of the World, Travel and Tour Company Representatives and meeting planners.

Qualifications

Essential:

• College degree.
• AI and Chat GPT knowledge
• Accounting knowledge
• Experience in research and event planning
• Fluency in English. Strong written, verbal and non-verbal communication.
• Advance skills / Experience with Outlook and Microsoft Office (Word/Excel/PowerPoint)
• Previous experience in hospitality industry.
  
  

Ability to:

• Perform job functions with attention to detail, speed and accuracy.
• Prioritize and organize.
• Be a clear thinker, remain calm and resolve problems using good judgment.
• Follow directions thoroughly.
• Understand customer’s services and needs.
• Work cohesively with co-workers as part of a team.
• Work with minimal supervision.
• Flexible work hours, assistant with events as needed.
• Maintain confidentiality of guest/resident information and pertinent resort data.
  
  

Physical Abilities

Essential:

• Exert physical effort in transporting 5 to 20 pounds.
• Endure various physical movements throughout the work areas.
• Reach 12 inches.
• Remain in stationary position for 6-8 hours throughout work shift.
• Satisfactorily communicate with guests, management and co-workers to their understanding.
  
  

Essential Job Functions

• Arrange meetings and events including logistics, venue, bookings and material preparation.
• Assist with the enhancement & replacement of all technology platforms for customer journeys.
• Prepare and or update Design Specification.
• Coordinate enhancements and renovations meetings with designers, department managers, and owners.
• Participate in Acqualina’s Charity IHAD by assisting with procurement of auction items, auction sales, auction presentation and Gala event specifics to include lead role. Prepare auction spreadsheets and opening bids and results.
• Prepare Expense Reports- Expense reports should all be completed before the end of the month and reflect proper accounts).
• Coordinate executive and ownership meetings and appreciation gatherings.
• Respond to inquiries with acceptance or declines as needed.
• Record and log each donation to include expiration date.
• Facilitate reservations requests, ensure requests are not taken over peak demand dates and or sell out dates.
• Assist with travel arrangements and conference registrations as needed.
• Maintain Barter Spreadsheet/Log as needed.
• Assist with the organization and communication of new services and promotions.
• Maintain office supplies, samples and executive area.
• Maintain critical path for projects outlining key items, initiatives, operational efficiencies and other key actions as needed.
• Assist with the preparation of corporate profile and Strategic Plans and Brand Manuals/Guidelines as needed.
• Procure luxury FFE items as needed.
• Assist with the preparation of material on customer and team member Apps as needed.
• Ensure all Lease Agreement renewals are properly executed and recorded. Maintain unit owner roster and key contact details.
• Maintain accurate Owner lease files and traces of key dates such as expirations.
• Assist residents and hotel program unit owners as needed.
• Respond to all incoming e-mails same day. Any client e-mails and other urgent e-mails must take priority. Always copy the appropriate manager.
• Liaise with ownership as needed.
• Do not delete e-mails.
• Follow up on immediate assistance requests. Take Ownership (i.e. when organizing transfer and other service requests you must follow up with concierge and respective team members (i.e. guest services) to ensure that it was completed. The same thing applies to reservations in regards to confirmation numbers).
• Maintain complete knowledge of and comply with all departmental policies/service procedures/standards. Update Hours of Operation as needed.
• Use equipment only as intended.
• Anticipate customers’ needs, respond promptly and acknowledge all guests, however busy and whatever time of day.
• Maintain positive guest relations at all times.
• Prepare and send emails/faxes; receive and distribute emails/faxes to appropriate personnel.
• Make photocopies, scan documents as needed.
• Type correspondence, memos and reports.
• Schedule as well as Attend designated meetings, take notes, transcribe and distribute.
• Document all customer requests/complaints and communicate such to respective personnel for proper handling.
• Coordinate vendor RFPs and proposal submittals as requested.
• Maintain confidentiality and security of specified resort information, correspondence, reports and files.
• Prepare areas of improvement report as needed.
• Accept additional duties as needed.
• Processing invoices/expenses as needed.
• Assist with Press/Media/Photo & Video shoot Related Requests.