Hotel Carmichael - Administrative Assistant

Why Work at Hotel Carmichael?

At Hotel Carmichael, Autograph Collection, we set the stage for luxury, artistry, and world-class hospitality in Carmel’s vibrant city center. Featuring 122 elegantly appointed guest rooms, the stunning Feinstein’s Cabaret, and the upscale dining experience of Vivante, our hotel is a destination for refined comfort and unforgettable experiences. Curators at Hotel Carmichael are part of a passionate, service-driven team, bringing elegance, culture, and personalized hospitality to every guest.

Job Overview

Supports the GM (General Manager) and their team by completing administrative responsibilities. Duties include organizing, composing and distributing correspondence to both employees and guests.

Essential Job Functions

• Supports GM by performing administrative functions such as calendar scheduling, correspondence, incoming and outgoing telephone calls, filing, meeting agendas and meeting minutes.
• Assist the GM in the management of their calendar and communicate their whereabouts as needed.
• Perform general office duties, such as ordering ordering supplies, distributing mail and paychecks, creating and maintaining files/records.
• Assist in making reservations or travel arrangements.
• Serves as a receptionist for the GM and, when necessary, other department members, providing assistance to callers, as required. Greets all vendors and guests.
• Creates Purchase Orders for GM and Engineering. Prepares expense reports and expedites reimbursements.
• Assist GM in quality control. Proofs, edits and assures accuracy of all written documentation.
• Other duties as assigned by the GM.
• Manage GM’s expense receipts; track travel and prepare expense reports as needed.
• As needed, invoice data entry and scans to be sent to the corporate accounting team via e-mail, fax or mail.
• Other duties as assigned by Corporate Controller.
• Assist department heads with new hire paperwork, scan and send to Corporate Director of Human Resources in a timely manner.
• Maintain employee files on property.
• Assist Corporate Director of HR when on property for New Hire Orientation, Benefits enrollment and 401(k) meetings.
• Assist department heads with maintaining department required State and Federal licensing, i.e. ABLE, insurance, etc.
• Other duties as assigned by GM.
  
  

Qualifications

• This position will have access to confidential information and it is imperative that he/she maintain confidentiality at all times.
• Polished and professional appearance and demeanor in person, online and via phone. Excellent communication skills both written and verbal.
• Ability to provide customer service that is above and beyond for customer satisfaction and retention.
• Excellent communication skills both written and verbal.
• Proficient in MS Excel, Word, PowerPoint; comfortable with learning new software and systems.
• Highly honed organization skills and strong attention to detail.
• Ability to handle stressful situations and deadlines.
• Bilingual and luxury hotel experience a plus but not required.
• 2 years of experience in the administrative assistance, clerical services, or related professional area, or 2-year degree from an accredited university of Secretarial Studies, Business Administration or Hotel and Restaurant Management.
  
  

Working Environment

• Requires standing for extended periods, walking, pushing, lifting up to 25 pounds, bending, reaching, stooping, kneeling or crouching.