Corporate Receptionist / Executive Assistant

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.

Highgate Corporate Office New York City, NY

The Corporate Receptionist / Executive Administrative Assistant serves as a vital member of the corporate team, providing high-level administrative and reception support to senior leadership at our New York headquarters. Based on the Mezzanine floor, this role is essential in ensuring the smooth day-to-day operations of the corporate office by managing front-of-house responsibilities, coordinating meetings, handling correspondence, and supporting executives with administrative tasks. This is a full-time, onsite position (Monday through Friday) that requires a high level of professionalism, discretion, and organizational skills to maintain an efficient and welcoming office environment.

• Manage Microsoft Outlook for Senior leadership 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 the office.
• 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
• Complete expense reports for monthly and one time purchases
• Complete expense reports for the supporting executives
• Assist office with creation of contracts, agreements, reports, and presentations
• Assist with sensitive personnel assessments, documentation, incentive tracking and merit increases
• Complete check requests for donations, capital and special events
• Answer multi-line telephone system, screen and direct calls in accordance with Highgate Standards.
• Take and relay messages in the reception area
• Greet persons entering organization and direct guests to correct destination
• General administrative and clerical support
• Notify proper personnel of overnight deliveries
• Maintain conference room calendars and maintain company extension list
• Tidy and maintain reception area and conference rooms
• Proficient in Word, Excel, PowerPoint and Outlook

• High School diploma or equivalent required and/or experience in a corporate office or a related field preferred.
• At least 2 to 3 years of progressive experience in a hostpitality, corporate or related field preferred.
• 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 executives, clients, guests, and the general public.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Maintain regular attendance in compliance with Highgate Standards, as required by scheduling, which will vary according to the needs of the corporate office.
• Maintain high standards of personal appearance and grooming.
• 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 show initiative, including anticipating executive and guest operational needs.
• Maintain a warm and friendly demeanor at all times.
• Knowledge of administrative and clerical procedures is required
• Extensive domestic and international travel booking experience is required. 
• Knowledge of computers and relevant software applications
• Maintain a warm and friendly demeanor at all times.
• Maintain high standards of personal appearance and grooming.
• Heavy calendar management experience is required
• Must be able to maintain confidentiality of information.
• Perform other duties as requested by management
• Flexible and long hours sometimes required.