Hotel Administrative Assistant

Posted October 26, 2022

Overview of position

The Hotel Administrative Assistant is responsible providing administrative and clerical support to the Executive Management team. This position will be responsible for attending weekly meetings and distributing the minutes, answering phones, compiling data and analysis, maintaining databases/documents, accounts payable and both client and employee communications. The Administrative Administrator will maintain the cleanliness and professional atmosphere of the Executive offices and often be the first point of contract for clients.

Duties and Responsibilities:

  • Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.
  • Maintaining comprehensive and accurate records.
  • Performing minor accounting duties (generate purchase orders, maintain petty cash, invoice processing).
  • Foster professional relationships with suppliers.
  • Place orders for departments heads, assisting with quotes as required.
  • Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary.
  • Assist the sales and catering team with document preparation.
  • Organize/Deliver cards and VIP guest amenities as requested
  • Preparing and distributing meeting minutes.
  • Answering phone calls in a polite and professional manner.
  • Welcoming visitors and identifying the purpose of their visit .
  • Handle and distribute incoming/outgoing mail.
  • Respond to guest feedback surveys.
  • Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
  • Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, calculator, and electronic peripherals.
  • Must become knowledgeable of all hotel operations and offerings.
  • Other tasks/Duties as assigned

Required Education and Experience:

  • High school diploma
  • 3 to 5 years’ experience in a similar role
  • Excellent oral and writing communication skills
  • Fluent in English ( written and verbal)
  • Flexible in adapting to various leadership styles

Preferred Education and Experience:

  • Diploma or degree in Business Administion preferred
  • Previous experience in similar role at a hotel
  • Fluent in English and French