What are the responsibilities and job description for the Executive Assistant position at Palm House?
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Description
Position Summary
The Executive Assistant provides high-level administrative and operational support to the General Manager and acts as a key liaison across departments to ensure seamless communication and organizational efficiency. This individual plays a vital role in managing daily operations, coordinating executive communications, and supporting the hotel’s leadership team.
The ideal candidate will be polished, professional, and detail-oriented with exceptional organizational and communication skills. The Executive Assistant will embody Palm House’s culture of excellence, discretion, and service—anticipating needs before they arise and ensuring that all administrative and guest-facing interactions reflect the refined standards of the property.
Key Responsibilities
Executive & Administrative Support
Description
Position Summary
The Executive Assistant provides high-level administrative and operational support to the General Manager and acts as a key liaison across departments to ensure seamless communication and organizational efficiency. This individual plays a vital role in managing daily operations, coordinating executive communications, and supporting the hotel’s leadership team.
The ideal candidate will be polished, professional, and detail-oriented with exceptional organizational and communication skills. The Executive Assistant will embody Palm House’s culture of excellence, discretion, and service—anticipating needs before they arise and ensuring that all administrative and guest-facing interactions reflect the refined standards of the property.
Key Responsibilities
Executive & Administrative Support
- Provide full administrative support to the General Manager, including calendar management, scheduling, travel coordination, and correspondence.
- Prepare reports, presentations, meeting minutes, and confidential documents.
- Maintain a well-organized filing system (digital and physical) for executive documentation.
- Coordinate and distribute all executive-level communications and maintain discretion with sensitive information.
- Greet and assist key guests, partners, and VIPs visiting the Executive Office.
- Manage and prioritize incoming calls, emails, and requests; ensure timely responses and appropriate delegation.
- Track and follow up on departmental action items to ensure timely completion.
- Liaise with department heads to facilitate interdepartmental communication and project coordination.
- Support the Human Resources team with Training and Development initiatives and employee event coordination.
- Assist with marketing and brand-related administrative projects as assigned.
- Maintain strong working relationships with ownership, vendors, and external partners.
- Coordinate guest feedback reporting and ensure follow-up with respective managers for resolution.
- Assist with special guest requests, VIP arrangements, and personalized guest experiences.
- Maintain an updated database of VIP guests, partners, and key contacts.
- Handle guest correspondence and feedback with professionalism and promptness.
- Process invoices, purchase orders, and expense reports for the General Manager.
- Track and maintain logs for operational expenditures and reimbursements.
- Support the preparation of annual reports, business plans, and executive presentations.
- Maintain inventory of executive office supplies and ensure readiness for meetings and events.
- Schedule, organize, and support executive meetings and departmental gatherings.
- Prepare and distribute meeting materials, agendas, and recaps.
- Coordinate logistics for leadership events, site visits, and internal celebrations.
- Assist with the organization of community or promotional events as directed.
- Handle all confidential information, including personnel and financial data, with absolute discretion.
- Represent the General Manager and Palm House brand with professionalism, integrity, and confidentiality at all times.
- Maintain the cleanliness and organization of the Executive Office and surrounding areas.
- Perform other related duties and special projects assigned by the General Manager.
- Assist other departments as needed to ensure smooth hotel operations.
- Other duties as assigned.
- Education & Experience
- High school diploma or equivalent required; bachelor's degree in hospitality, Business Administration, or related field preferred.
- Minimum of 3–5 years of experience as an executive assistant, administrative coordinator, or similar role—preferably within a luxury hospitality environment.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); knowledge of hotel systems (Opera, Daylight, HotSOS, Alice, or Thynk CRM) preferred.
- Proven ability to manage multiple priorities and deliver high-quality work under pressure.
- Exceptional written, verbal, and interpersonal communication skills.
- Strong organizational, analytical, and time-management abilities.
- Impeccable attention to detail and professional presentation.
- Discreet, trustworthy, and capable of handling confidential information.
- Service-driven mindset with a commitment to exceeding expectations.
- Ability to work independently and collaboratively in a fast-paced luxury environment.
- Must be able to exert physical effort in transporting up to 20 pounds.
- Ability to sit or remain stationary for extended periods (up to 8 hours).
- Frequent use of hands for computer work, writing, and handling materials.
- Occasional walking, standing, bending, and reaching up to 12 inches.
- Must be able to communicate clearly with guests, team members, and management.
- Full-time, on-site position located at Palm House Hotel.
- Schedule flexibility required, including occasional evenings, weekends, and holidays based on business needs.
- Professional grooming and attire consistent with Palm House standards required