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Kessler Collection · 18 hours ago

Executive and Sales Administrative Assistant

Mountain Brook, AL

Full-time

Onsite

New Grad, Entry Level

Kessler Collection is a portfolio of luxury boutique hotels and unique restaurants. They are seeking an Executive Administrative Assistant to provide support to the General Manager and Group Sales and Catering managers, focusing on enhancing guest experiences and managing administrative tasks.

CommunitiesLeisureLifestyleReal EstateTravel

Responsibilities

Makes telephone calls to specified individuals as requested by the General Manager

Greets all individuals arriving at executive offices courteously and assists with their needs

Documents and maintains appointment calendar for General Manager

Establishes and maintains filing procedures

Purge Sales and Catering files

Maintains complete knowledge and complies with all hotel and department policies and procedures

Accesses all functions of computer according to specifications

Sets up work station with necessary supplies and resource materials; maintain cleanliness

Completes supply requisitions and submits to General Manager; stocks office supplies upon receipt

Answers telephone within 3 rings, using correct salutations and telephone etiquette

Record messages legibly and completely

Maintains confidentiality and security of specified hotel information, correspondence, reports, and files

Documents pertinent information according to hotel standards and procedures

US Mail Processing

Incoming sorting/distribution/outgoing

Shipping of Guests Packages

Process requests for overnight mail and other delivery/messenger services

Prepares and sends correspondence as required by General Manager; receives and distributes correspondence to appropriate personnel

Social media community managers

Posting on Facebook

Receive and distribute on-property marketing collateral – digital screens promos, promotional materials, check presenters, tabletop signage, point of sales materials for gift cards, CDs, etc

Create Marketing Sysaids to support GM/Property needs

Distribute local media alerts to identified local media outlets

Coordination of printed materials to include business cards, in-room printed materials, and brochures

Maintain vanity website and Marriott website calendar of events

Kessler Exchange Administrator for property

Location Home Page Administrator

Property Calendar

Compile and distribute daily comments

Standing Ovation Recognition for Guest correspondence

Escalated Guest Correspondence

Marriott Customer Care Follow Up

Forwards all guest comment cards to the General Manager; prepare response letters as requested and process according to procedures. Follow up where required

Maintains knowledge of all hotel services/features and hours of operation

Maintains complete knowledge in the use of all office equipment, computer, and manual systems

Makes photocopies and processes as specified

Type correspondence, memos, and reports as assigned according to hotel standards

Attends designated meetings, takes minutes, transcribe, and distributes

Promotes positive relations with owners, guests, and employees

Prepares General Manager's requests for complimentary room reservations and distribute according to hotel procedures

Completes and distributes amenity request forms; follow up on any changes

Run Daily Event Agenda for following day’s events

Create Reader Board for following day’s events

Create door cards for the following day’s events

Run Guarantee Reports (groups arriving within 72 hours)

Act as email/phone lead catcher and forward to appropriate sales manager

Run daily Change Log report

Revised and Pop-up Event orders (as needed)

Update Event Order binder

Route to departments per distribution list

Process VIP Sales amenities

Create and print Private Dining menu cards and Place Cards

Organizes and maintains Sales and Catering filing system

Process Sales and Catering turnovers

Drafts Group Catering contracts

Create folders for the new group and social definite bookings

Provides pop-up site visits in the absence of Sales and Catering managers

In-House Meetings

Reserve space in CI/TY or Delphi

Create Event Order; send to requesting department for approval and signature

Run Event Order packet

Route to departments per distribution list

Place full packet in Event Order binder

Create Resume Packet and Cover Sheet

Print packets and distribute and distribute at weekly resume meeting

Print/Restock wedding packets and sales kits and collateral for Sales and Catering Sales Manager

Update catering menus as needed in CI

Qualification

Hospitality experienceHOA experienceCustomer serviceTechnical skillsProblem solvingQuality managementBusiness acumenCost consciousnessDiversityEthicsOrganizational supportPlanning/organizingProfessionalismDependabilityInnovationInterpersonal skillsOral communicationWritten communicationTeamworkStrategic thinkingMotivationAdaptabilityInitiative