Executive Administrative Assistant

The Executive Administrative Assistant provides comprehensive administrative support to the General Manager and the Hotel Executive Offices. This includes assisting executives in Front Office, Engineering, People Services, Food & Beverage, Purchasing, Marketing, and Sales. The role also involves interaction with hotel guests, clients, vendors, and internal departments to ensure exceptional service and smooth operations.

The primary focus is to deliver the highest level of service to both internal and external customers while maintaining an enthusiastic, efficient, and professional office environment. This position reports directly to the General Manager and may receive directions from other managers within the Hotel.

Schedule Requirements

Typical schedule: Monday–Friday, 8:30 AM to 5:00 PM, with occasional overtime, including weekends.

Due to the cyclical nature of hospitality, flexibility is required to meet business needs. Participation in “all hands” events may be necessary.

The hotel operates 24/7, including holidays. The company strives to support work-life balance.

Responsibilities

Essential Functions

• Manage the daily operations of the Executive Office.
• Greet visitors and promptly answer incoming calls.
• Provide support to the Communication Center Operator as needed.
• Sort and distribute incoming mail and correspondence.
• Assist in maintaining the General Manager’s calendar.
• Maintain office supply inventory and ensure proper functioning of office equipment (postage, copier, office machines).
• Manage guest satisfaction platforms (Medallia, TripAdvisor) and handle guest/client complaints, escalating when necessary.
• Manage Sales & Marketing P&L expense reconciliation
• Oversee employee recognition programs.
• Perform clerical tasks including typing, filing, and other administrative duties.
• Prepare reports and presentations using Excel, Word, and PowerPoint.
• Respond to all correspondence in a timely manner.
• Provide administrative support to the General Manager and Director of Marketing as requested.
• Maintain and report monthly on hotel initiatives such as email collection, frequent guest statistics, average length of stay, and trends from guest requests.
• Maintain accurate and updated Guest History and Profile Database, including preferences, prior issues, contact details, company affiliation, VIP status, birthdays, anniversaries, and family details.
• Conduct post-arrival phone calls to VIP guests to ensure comfort and record preferences for future stays.
• Inspect VIP rooms prior to arrival to ensure readiness and amenities are in place.
• Review Medallia Guest Comment Program daily to identify issues and follow up internally or externally as needed.
• Research VIP biographies and photos and distribute information as appropriate.
• Ensure the cleanliness, organization, and maintenance of the Executive Office space.
• Promote and uphold the hotel’s Mission and Values in all daily operations.
• Complete additional duties or projects as assigned by management.
  
  

Qualifications

Required Job Knowledge and Skills

• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Excellent written and verbal communication skills.
• Ability to prioritize tasks in a fast-paced environment.
• Strong problem-solving skills and proactive attitude.
• Commitment to exceptional customer service.
• Ability to work independently and under pressure.
• Positive attitude and professional grooming standards.
  
  

Supportive Functions

• Perform additional tasks as directed by the General Manager based on hotel needs.
• Maintain regular attendance in compliance with hotel standards.
• Adhere to hotel rules and regulations for safe and efficient operations.
• Motivate team members, lead by example, and foster a culture of trust and respect.
• Inspire the team to embrace Seaport Hotel’s Core Principles:
• S eek to warmly greet everyone
• E ngage in active communication
• A nticipate guest needs
• P romote creativity and connections
• O penly inquire about guest satisfaction
• R espond with passion and commitment
• T hank each guest and each other
  

Qualifications

Experience:

• Hospitality experience preferred.
• Experience working with diverse cultures and backgrounds preferred.
  
  

Education:

• College degree or equivalent work experience.
  
  

Language Skills:

• Fluency in English (read, write, speak).
  
  

Ability to understand and compose instructions, memos, and short correspondence.

Physical Requirements:

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Sitting/Standing: Ability to sit at a desk and work on a computer for extended periods (up to 8 hours) and occasionally stand or walk within the office and hotel property.
• Mobility: Ability to move throughout the hotel to deliver documents, attend meetings, and interact with guests and team members.
• Manual Dexterity: Frequent use of hands and fingers for typing, writing, handling office equipment, and operating standard office machines (copiers, postage meters, etc.).
• Lifting/Carrying: Ability to lift, carry, and transport office supplies, files, and small packages weighing up to 20 pounds occasionally.
• Reaching/Bending: Occasional bending, stooping, and reaching to access files, storage areas, and office equipment.
• Communication: Ability to clearly communicate in English in person, by phone, and via email; must be able to listen and respond effectively to guests, vendors, and team members.
• Vision: Visual acuity to read printed materials, spreadsheets, and computer screens; ability to distinguish details and colors for document review and presentation preparation.
• Hearing: Ability to hear and respond to phone calls, alarms, and verbal instructions in a busy office and hotel environment.
• Travel Within Property: Occasional walking through public spaces and meeting rooms to deliver materials or assist with executive-level events.
• Work Environment: Primarily office-based with occasional exposure to guest areas, requiring professional appearance and demeanor.