21c Museum Hotels
  • 15-Apr-2019 (MST)
  • Front Office
  • Cincinnati, OH, USA
  • Salary
  • Full Time

Benefits include health/vision/dental/life insurance, paid time off, 401(k), parental leave, and real-time access to earned wages.


Reports To: General ManagerĀ 

General Purpose: Executive Assistant provides administrative support to the General Manager and other departments as necessary.

Specific Responsibilities:

  • Answer telephone/email correspondence
    • Respond to inquiries, direct calls and take/relay messages
  • Receive incoming employment/internship applications and distribute to Exec. Committee/HR
  • Receive and distribute company-wide mail/packages
    • Date-stamp incoming invoices and forward to Accounts Payable for distribution and payment
    • Ship packages and post/mail letters, as necessary
  • Photocopy, scan and distribute materials, as requested
  • Prepare correspondence, as requested
    • Coordinate with guest services and ensure all VIPs receive welcome notes and amenities, as requested per GM
  • Manage and maintain personal and General Manager's Outlook calendar and contacts folders
    • Enter and follow-up on all calendar related invitations and requests
      • Respond to RSVPs and registrations - coordinate payment of any related fees, etc.
    • Contacts/business card entry/scanning/updates, as necessary
  • Organize and maintain "physical" files/filing cabinets
  • Organize and maintain digital files, databases and other records, as necessary
  • Assist Revenue & Reservations Director in managing group block activity including entering blocks into the hotel's reservations systems, securing and reviewing rooming lists, monitoring group block activity.
  • When necessary or appropriate, communicate with group contacts and/or housing bureaus.
  • Assist staff in answering in-house reservations line and handling guest reservations.
  • Assist Sales Managers by entering data into hotel sales & catering system.
  • Monitor 21c Reservations email account.
  • Schedule VIP Amenities as needed.
  • Assist Sales & Reservation teams in additional tasks as needed.
  • Weekly Events Calendar research upcoming events and compile into weekly to print and distribute to team and to front desk for guest distribution
  • Coordinate property donations (donations, gift certificates, trade, etc.): receive/compile donation requests, schedule monthly meeting and review requests with Donations Committee (GM, Sales, F&B, other departments as applicable), log donation details, assemble and distribute donation materials, file completed donation requests w/relevant back-up paperwork and follow-up with accounting regarding tax implications
  • Order and distribute office/admin supplies via property purchase order system code items purchased per Chart of Accounts
  • Distribute birthday and thank you cards, PR, "good news" from GM to team members.
  • Coordinate/assist with employee relations projects/staff gatherings.
  • Coordinate and distribute information regarding company-wide charitable donation efforts .
  • Coordinate travel arrangements, as requested by GM.
  • Assist with special events and special assignments, as requested.
  • Research and development projects, as requested.
  • Perform special projects and other responsibilities as assigned.
  • Participate in task forces and committees as requested.

Qualifications:

  • Proficient in Microsoft Office Suite
  • Excellent verbal and written communication skills
  • Comfortable in a fast-paced environment, working alone or on a team on a wide-variety of projects
  • Excellent organizational skills
  • Must pass a background check

Education/Experience:

  • A four year college degree or equivalent education/experience.

Travel Requirements:

  • Travel when required to other hotels and corporate for meetings, training and task forces.
21c Museum Hotels
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