Executive Assistant

Executive Assistant

Omni Fort Lauderdale is seeking an organized and detailed Executive Assistant to join the opening team of our brand-new luxury resort!

The Executive Assistant supports the General Manager, Director of Sales & Marketing, and Executive Committee. This individual performs extensive administrative tasks including distributing reports / correspondence, handling confidential information, managing schedules, coordinating guest relations, maintaining files, coordinating travel arrangements, and reserving guest rooms + dining accommodations for applicable site visits while partnering with our group Sales Managers for site-inspection coordination and execution.

Our ideal candidate will be detail-oriented, efficient, eager to learn / grow, and capable of multitasking in a fast-paced environment.

Responsibilities

• Assistant to the General Manager, Director of Sales & Marketing, and Executive Committee
• Communication and distribution of daily / weekly / monthly reports and correspondence to corporate office and ownership, operation procedures, handling confidential material and information, daily distribution of the mail, daily check deposit of accounts receivables
• Responsible for obtaining signatures of approval for all internal and external routing of check requests, expense reports, project expenditure approval forms (PEA), and other confidential correspondence as necessary and distributing in a timely and efficient manner
• Manage schedules for the Executive Committee and ensure that all directors and managers receive messages and appointments in a timely manner
• Manage day-to-day guest relations and corporate guest relations, all external guest correspondence and internal communications, including Daily Medallia Reports, ELMER, Synergy input and Reports, and Guest Alerts
• Maintain guest relations files and ensure that all information is included in the file, i.e. guest correspondence, letters, fax, emails, information, guest folios, gift certificates, etc.
• Manager Gift Certificates and maintain Gift Certificate Log to include value, purpose, date issued, and date redeemed
• Manage Donation Requests for the Property
• Coordinate all travel arrangements including reservations, transportation, amenities, and in-house meetings and events for VIP's, corporate and ownership visits
• Assist with Birchstreet PO Ordering and managing costs for A&S and A&G
• Maintain reader files for upcoming meetings, VIP guests, meetings and events, etc.
• Maintain hotel licenses, permits, contracts and certificates of insurance
• Maintain Communications for all managers and supervisors, including ordering, coding and billing
• Assist General Manager in managing PowerPoint Templates and content collection
• Perform other duties and special projects as assigned by the General Manager and Director of Sales & Marketing contributing to the overall success of the team

Qualifications