Administrative Assistant 

Administrative Assistant 

SUMMARY  

The Administrative Assistant is an essential member of the team. This role aids the Director of Marketing & Communications, Director of Rooms, and Director of Sales & Marketing by completing tasks in a timely and accurate manner. We are seeking a qualified individual to provide support to the leadership team with their skills and professionalism. Manage multiple priorities in a fast-paced hospitality environment. This role will include a wide variety of administrative functions across all disciplines and report to the Director of Marketing & Communications. 

ESSENTIAL FUNCTIONS 

Job duties include; although are not limited to: 

• Performing clerical duties such as typing, filing, copying, emailing, answering and responding to telephone calls and messages 

• Coordinating meetings and recording minutes 

• Scheduling travel arrangements when needed 

• Preparing departmental communication pieces 

• Ordering office supplies and ensuring that the departments are adequately stocked 

• Entering data for select invoices and products 

• Assisting in scheduling interviews and training for new hires 

• Unifying and maintaining all internal documents 

• Responding to visitors and guest requests, questions, and concerns 

• Facilitating resolution when possible or referring individuals to the appropriate manager 

• Responding to social reviews as outlined by Montage International Guidelines. Including but not limited to Medallia, TripAdvisor, Booking.com, Expedia, etc. 

• Responding to or assign responses to Medallia reviews. 

• Prepare, track, and redeem Gift Certificates - as approved to DOSM and GM. 

• Monitoring PNB Information email inbox with responses in 24 hours 

• Communication with Ownership and Montage International for VIP reservations 

• Prepare the Internal Associate daily newsletter - weekly 

• Assist in creating room and dining reservations as requested by the Executive Committee Members 

• Assisting Sales with rooms assignments, group reservations and resumes  

• Communicate effectively with various departments to ensure alignment and efficiency.  

• Prepare and distribute weekly Managers Meeting deck. 

• Assist Director of Sales & Marketing and Director of Marketing & Communications with weekly/monthly PowerPoint presentations. 

• Other duties and tasks as assigned and needed. 

QUALIFICATIONS 

• High School Diploma or equivalent is required, Bachelor’s Degree preferred 

• Two (2) plus years’ experience in an administrative role within an upscale hotel 

• Strong customer service skills 

• Proficiency with Microsoft Office products; Word, Excel, PowerPoint, and Outlook, Opera preferred 

• Excellent verbal and written communication skills required 

• Knowledge of resort operations preferred