Executive Assistant, Hotel Operations

Under the direction of the Director of Hotel Operations, the Executive Assistant - Hotel Operations provides high-level administrative and professional support to the leadership team in hotel operations. This position enhances the effectiveness of these leaders by executing a variety of complex administrative duties requiring thoughtfulness, sensitivity, and discretion. The Executive Assistant will be a seasoned professional who maintains poise in fast-paced situations and will be required to use independent judgment and initiative in the planning, organization, and performance of confidential and time-sensitive administrative assignments.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Plans, schedules, and organizes the leaders Outlook calendar and related business activities; including the planning and coordination of meetings/events on and off-site, coordinates day-to-day activities, manages schedule conflicts and challenges; provides daily itineraries. This includes managing and planning heavy travel itineraries for key hotel executives and key business partners, including all necessary arrangements and coordination of airfare, hotel accommodations, and transportation.

2. Composes, prepares, and proofreads highly accurate correspondence, presentations, and reports. Prepares information needed for business reports and presentations as directed, including all supporting documents, charts, spreadsheets, etc.

3. Serves as a diplomatic gatekeeper that effectively filters both internal and external calls, visitors, and other inquiries. Acts as a liaison for all visitors to hotel operations, including contacting and escorting as needed.

4. Conducts research, prepares documents/correspondence and communications, and gathers information on various topics to support executive decision-making processes.

5. Tracks financial expenditures, including receipt collection, reimbursement follow-ups, charge contesting and credit card reconciliation.

6. Works closely and effectively with leaders, keeping them well informed of upcoming commitments and responsibilities and following up appropriately. Manages information flow through the Hotel office while always maintaining confidentiality. Represents the hotel office in internal and external meetings, as necessary.

7. Manages administrative projects, ensuring on-time completion and accuracy of information. Coordinates the people and resources necessary to implement plans. Follows up with appropriate management on pending information and requests. Resolves obstacles to success through clear plans of action and uses innovative problem-solving and critical thinking approaches to recommend solutions. Ensures project objectives are met by monitoring and measuring progress; coordinates the people and resources necessary to implement plans.

8. Nurtures and supports internal and external vendor relationships.

9. Performs other duties as assigned to support the efficient operation of the department.

EDUCATION, EXPERIENCE AND QUALIFICATIONS

• Associate's degree in Business Administration or related area required.

• Minimum of five (5) years related administrative experience required; Executive office experience is preferred.

• Related, relevant, and/or direct experience may be considered in lieu of minimum educational requirements indicated above.

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

• Proficiency in Microsoft Suite of Products - specifically Word, Outlook, PowerPoint, and Excel.

• Experience with internet web navigation applications and acquaintance with other business software.

• Demonstrated ability and experience to perform efficiently in a fast-paced, high-demand environment

LICENSES, CERTIFICATIONS AND REGISTRATIONS

• At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.

• No Driving Responsibilities: Role does not require a driver's license or insurance.

PHYSICAL REQUIREMENTS/ WORKING CONDITIONS - ENVIRONMENT

The physical demands and working environment described here are representative of those that an employee encounters and must be met by an employee to successfully perform the essential functions of this job.

• Primary work environment is in a climate-controlled office setting.

• Work requires travel to attend meetings, trade shows, and conferences.

• Incumbents may be required to work evening, weekend and holiday shifts.

• Must be able to work in a fast-paced, high-demand environment.

• Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and/or move up to 40 pounds occasionally.

• Sedentary work: involves sitting most of the time. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.

• Physical activities that apply to the essential functions of the position are balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions.

• Hearing sufficient to hear conversational levels in person, via videoconference and over the telephone.

• Speech sufficient to make oneself heard and understood in person, in front of groups, in meetings, via videoconference and over the telephone.

• Visual acuity that meets the requirements of the position: The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading and visual inspection of employees, visitors or facility.

• Mobility sufficient to safely move in an office environment, walk, stoop, bend and kneel, and enter, exit and operate a motor vehicle in the course of travel to promotional events, meetings, conferences, trade shows and San Manuel properties.

• Endurance sufficient to sit, walk and stand for extended periods, and maintain efficiency throughout the entire work shift and during extended work hours.

• The employee may be exposed to fumes or airborne particles including secondhand smoke.

Reasonable accommodation will be made in compliance with all applicable law.

As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today!