Job Details

Position Summary:

The Executive Administrative Assistant provides high-level administrative support to the Managing Director, Resort Manager, and other assigned department heads. This role manages a wide variety of complex and confidential administrative functions requiring exceptional organizational skills, discretion, and the ability to handle multiple priorities with accuracy and professionalism. Responsibilities include answering calls, scheduling meetings, preparing correspondence and reports, compiling data, coordinating travel arrangements, assisting with projects, and supporting internal communication across the resort. The Executive Administrative Assistant ensures efficient and smooth day-to-day operations within the Executive Office.

 

Duties & Responsibilities

Primary Responsibilities/Essential Functions:

• Presentations, reports, and documents using Microsoft Office applications and other software tools.
• Answers and screens all incoming phone calls, takes messages, fields/answers routine and non-routine questions, and manages internal and external communications in a professional manner.
• Greets, assists, and directs visitors.
• Sorts and distribute mail; opens mail for the Managing Director and determines level of priority. Responds to written customer correspondence as assigned.
• Schedules and organizes a variety of activities such as meetings, travel, and departmental activities; maintains executive calendars; records relevant activities in the calendars of others as assigned.
• Assists with departmental projects, daily projects, event coordination, internal communications, and dissemination of information as needed. May perform analysis and summary of data.
• Maintains neat, accurate manual and electronic filing systems for all executive correspondence, records, and reports.
• Assists with making reservations for large parties/events in resort Food & Beverage outlets as assigned.
• Effectively deals with internal and external customers, some of whom may require a high level of patience, tact, and diplomacy to defuse anger. Collects accurate information and resolves conflicts. Communicates with other departments to fulfill guest needs.
• Notifies management of any problems resulting from guest complaints, intoxication, or disruptive behavior.
• Manages incoming and outgoing mail for the Executive Office, prioritizing and responding to correspondence when appropriate.
• Drives a company vehicle to perform occasional business-related errands.
• Responds to guest feedback via Revinate (internal and external surveys) and assists with guest satisfaction initiatives.
• Manages daily, weekly, and monthly operational reports, including Guest Satisfaction Survey (GSS) tracking and distribution.
• Coordinates Executive Committee (EC) meeting agendas, minutes, and logistics.
• Assists ongoing projects and internal recognition programs (Balboa Bay Bucks).
• Reporting to work on time and on a regular basis is an essential function of the role.
• Follows all safety policies and procedures. Reports potential safety issues to manager whenever observed and takes immediate action to resolve in emergency situations. OSHA laws require the use of Personal Protective Equipment (PPE) when performing work duties that have the potential of risk to your health or safety. Associates will be trained in the proper use and care of assigned PPE if applicable. The hotel provides the required PPE. Team member has responsibility to report defective, damaged or lost PPE or equipment that does not fit properly to their Manager. Maintains strict compliance with hotel's Hazardous Material (HAZMAT) program and familiarizes self with current MSDS.

Other Responsibilities/Supportive Functions:

• Order and manage office supply inventory.
• Coordinate travel arrangements for executives and assigned team members.
• Support special projects and initiatives as assigned by the Managing Director or Resort Manager.

Qualifications (relevant experience, education and training):

• High school diploma or general education degree (GED) required; Bachelor’s degree in Business Administration, Communications, or Hospitality Management preferred.
• Minimum two (2) years of executive or office administrative support experience required; luxury hospitality experience strongly preferred.
• Solid knowledge of customer service standards, guest relations, etiquette, and business practices.
• Experience successfully providing high-level administrative support in a high-volume, time-sensitive environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with CRM and survey systems (e.g., Revinate) preferred.
• Strong internet research skills and good knowledge of various office business machines.
• Typing speed of 65 words per minute required.
• Excellent written and verbal communication skills; must be able to speak, read, write, and understand English fluently. Bilingual skills desired.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Strong time management, multi-tasking, problem-solving, and organizational skills.
• Ability to remain calm and alert during busy periods or in emergency situations; able to prioritize tasks effectively.
• Demonstrates discretion with confidential information; able to work independently with minimal supervision and as part of a team.
• Must have excellent customer service skills to work effectively with guests and team members from diverse social, cultural, economic, and educational backgrounds.
• Completes all required training as scheduled.
• Valid driver's license with a clean driving record required.
• Ability to work flexible schedules, including weekends, holidays, and alternate shifts based on hotel business needs.
• Must maintain a clean appearance and professional demeanor at all times.
   

Special Skills & Abilities/Mental and Physical Demands:

While performing the duties of the job the team member regularly sits for sustained periods of time and frequently stands and walks from one area of the property to another while completing tasks. While performing the duties of the job the team member frequently uses fingers to enter data into computer or operate office equipment. The team member frequently grasps objects. The team member frequently reaches by extending hand(s) and arm(s) in any direction. The team member occasionally stoops and crouches. The team member constantly talks when communicating with current or potential clients and staff. The team member constantly needs to hear voices while interacting with others while performing the job. Many aromas and smells are present throughout the property. Balance is often required to prevent falling when walking, standing while moving or carrying materials. The team member occasionally pushes and pulls materials or equipment. Lifting is occasionally required when performing administrative duties. Exerts up to 20 pounds of force occasionally, and/or up to 10 pounds of force constantly to move objects such as files and office materials/equipment. The team member is required to have close visual acuity to prepare and analyze data and figures and view a computer terminal. The team member is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned.

The team member is primarily subject to environmental conditions found working inside. The team member is occasionally subject to loud noise (or music) when working in or around the property. The team member is subject to hazards that include proximity to electrical current found in office related equipment. The team member is occasionally subject to atmospheric condition such as fumes, odors, or dusts.