Executive Assistant to Managing Director

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The Carlyle


Job description

Shift Type: Day M-F

Job Title: Executive Assistant to Managing Director

Education: Some College Coursework Completed

Location: The Carlyle, A Rosewood Hotel - NY, NY 10021 US (Primary)

Career Level: Department Head B

Category: Executive Office

Job Type: Full-time

Compensation Currency: USD

Travel: 10 - 20%

Job Description:
Administrate routine and extraordinary functions within Executive Office. Work in an effective and efficient manner, allowing Managing Director to operate and manage the Hotel and all Co-Op activities. Communicate with supporting departments, company executives, VIP clientele and community. Strict confidentiality of any and all information regarding the employees, guests, home owners and suppliers, including but not limited to documentation, marketing information, company reports and conversations that take place in the office. Other duties may be assigned by the Executive Committee.
Maintain confidentiality to the most confidential information in the hotel.
Organize and assist the Managing Director in order to ensure she/he can concentrate fully on the operational matters of The Carlyle, A Rosewood Hotel.
Receive, handle and respond accurately to any mail and other related correspondence on behalf of the Managing Director.
Ability to prepare and review daily arrival/departure reports and research guest history for presentation during morning briefings. Follow through with welcome notes, guest amenities, and special requests on behalf of Managing Director.
Handle telephone calls and provide assistance to caller where necessary for Managing Director. Act as liaison for department heads.   Receive and record messages as necessary, investigate and action to correct person/department.
Keep the Managing Director’s calendar/appointments up-to-date.
Create and/or maintain the Managing Directors’ Database.
Prepare an Agenda for meetings called by Managing Director, attend meetings to record minutes and assist Managing Director as and when necessary.
Receive visitors, whether corporate, personal, owner, guests or VIPs to the Executive Office in a professional manner and offer assistance according to The Carlyle/RHR standard. Arrange any refreshments/food and beverage requirements where necessary or directed by Managing Director.
Maintain knowledge of RHR Corporate Executives.
Maintain knowledge of all RHR existing properties and possible future developments advised through Managing Director.
Secure travel arrangements and prepare itineraries as requested by the Managing Director.
Ability to meet and greet hotel guests and in the absence of Managing Director.
Ability to support arrival process in all areas when called upon.
Manage all Market Metrix correspondence, ensuring guests are contacted and corresponded with to address any / all concerns. Maintain weekly and monthly departmental tally on success ratios.
Support all Guest Experience activities in providing detailed support in Guest Preference forms. Assist Guest Relations in making arrangements for VIP arrivals when necessary, communicate preferences throughout hotel where necessary, assist in amenity designation, when provided through Reservations.
Provide Managing Director consistent hotel activity updates when traveling and / or not on property.
Co-ordinate and trace insurance settlements. Act as liaison between guests and insurance company, claims companies to ensure smooth completion and payments to guests.
In absence of Managing Director, handle any emergency guest issues with assistance and direction from Executive Committee.
Be an advocate for Health and Safety Committee.
Any internal necessary follow up of EGGs, Market Matrix or direct guest feedback pertaining to Guest Relation will be reviewed and appropriate coaching or even progressive disciplinary actions will be executed
Review all rooms reservations by executing a careful due diligence on the Guest relations duties of allocations of VIP guests as well as traces.
Overseeing the amenity allocations and managing the daily amenity costs if applicable making necessary changes after a careful review and analysis amounts spend.
Handle and negotiate VIP and Corporate reservations inclusive of ground transportations
Coordinate welcome cards and business expense forms for Managing Director and for all VIP guests.
Administrate and centralize the complaints database
Reply back to guest complaints and evaluate each feedback separately thereby determining diligently the appropriate level of compensation.
Coordinate and manage reservation requests of guests that have been invited back due to previous complaints and coordinate with the necessary department heads a glicthfree stay (ensuring all issues have been addssed and resolved form previous stays)
Coordinate daily schedule for Managing Director
Has purchasing authority for VIP purchases
Schedule interviews for Hotel manager and Managing Director
Review and analysis guest feedback and provide Hotel Manager with all necessary info as well as an appropriate response.
Answering incoming calls for Managing Director, Hotel Manager and Director of operations
Answer calls which are “over floating” from the F&B division and take the necessary actions.
Schedule lobby greeter
Oversee setup and preparation of Operations meeting and provide updated Market Matrix data and some analytical insights into the monthly scores
Coordinate and manage the logistic and maintenance of the pianos both in the rooms division and as well as F&B
Order office and Guest Relations supplies.
Co-ordinate requests for property tours, site inspections, FAM trips, press trips etc. with Director of Sales & Marketing. Plan itineraries and ensure all departments are fully aware and ready to participate as required by Group Resume.
Review all requests for assistance in community initiatives or donations, either cash or in-kind and prepare responses including issuing of gift certificates.  Act as Executive Office liaison in making reservations and arrangements for the recipients of above certificates, sending out confirmations, preparing rate concession requests etc.
Handle all hotel reservations for Managing Director.
Organize and arrange special functions required by the Managing Director for staff, corporate and social functions including preparation, distribution of invitations and follow up for RSVPs.  Liaise with the relevant department or external supplier as appropriate.
Maintain awareness of New York area for items of interest or concern to management.  Organize and place any advertising in community brochures, local newspapers and charitable affairs as directed by Managing Director and Director of Sales & Marketing.
Standardize all hotel correspondence in accordance with The Carlyle/Rosewood brand guidelines i.e. font, typeface, layout to ensure consistently high standards are used at all times.
Oversee special projects as required in creating and producing guest literature to ensure quality and accuracy of such material.
Possess strong knowledge and understanding of RHR / LQA / Forbes standards of service.
Performs other duties as assigned to meet business needs.
Adheres to all hotel policies and procedures.
Demonstrates interest in enhancing own personal and professional development.
Experience: Minimum four (4) year’s administrative experience, in a confidential or executive capacity.
Education: High school diploma. College degree preferred
General Skills: Must be able to perform job functions with attention to detail, speed and accuracy; prioritize, organize and follow-up; creative and a clear thinker, remaining calm and resolving problems using good judgment. Must reflect a positive attitude at all times. Team player. Ability to communicate at all levels – excellent listening, verbal & written communication skills. Leadership potential is desirable.
Technical Skills: Proficiency with Microsoft Office products e.g. Word, Excel and PowerPoint.  Ability to competently use the internet for research purposes. OPERA Property Management System. MARKET METRIX quality assessment tools.
EEO-1 Code: 500


See description

Job type
Lenox Hill, New York, NY, United States
Starting in
As soon as possible
Contract duration

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