Hotel Executive Assistant
The Hotel Executive Assistant provides administrative and organizational support to both Hotel General Manager and the Assistant Hotel General Manager. This position requires a high level of confidentiality, professionalism, trust and a strong ability to communicate both verbally and in writing. As an immediate assistant to the two top level managers in the Hotel Department, the Executive Assistant must be able to effectively prioritize issues, manage time and resources and monitor multiple projects concurrently staying fully aware of deadlines and exercising his/her delegated authority to achieve desired results.
The Hotel Executive Assistant will often act as a direct representative of the Hotel General Manager and as such may be called upon to assist departments with certain duties of general hotel importance such as embarkation, debarkation, public representation, guest relations and control.
- Maintain a list of all required reports and documentation and their deadlines. Gather all necessary information to the compilation of these reports either from systems or from Department managers and prepare the reports for the review by the Hotel General Manager.
- Attend meetings as required and compile minutes of those meetings.
- Act on behalf of the Hotel General Manager and within delegated parameters in approving standard request forms.
- Maintain the Hotel General Manager and Hotel Assistant General Manager’s appointment calendars, setting up meeting with guests as needed, always ensuring first that complete background information has been collected and when appropriate, Guest Services has been contacted. Keep both Senior Managers on schedule for events and meetings and protect their times by filtering interruptions.
- Act as a clearing house in the gathering, organizing, summarizing and dissemination of information to various departments concerning upcoming events, charters, fam trips, ship visits and other ship wide events.
- Monitor AIMS regularly to be aware of happenings onboard the ship.
- Exhibit positive personal interaction and guest relation skills.
- Maintain a journal of key events, changes, updates, policy changes and any other items which knowledge may be necessary for the compilation of Voyage reports, Handovers and Dry dock project lists.
- Maintain a dry dock project list and capital investment needs.
- Handle all administrative projects as assigned by the Hotel General Manager/Assistant HGM.
- Actively promote the use of the Company’s proprietary Navigator App and responsible for acquiring the necessary skills and knowledge to effectively assist guests with the workings of the App.
- Maintain positive, effective, and respectful working relationships with co-workers, supervisors, managers, and officers within and across department boundaries.
- Adhere to ship’s relevant health & safety procedures as required.
- Comply with company policy regarding waste separation and environmental compliance.
- Uphold and display high standards of professionalism, integrity, honesty, attendance, punctuality, and personal appearance.
- Perform other miscellaneous duties and tasks as assigned by the Head of Department
- Minimum preferred education: Associates Degree
- Discipline/Major: College or University degree or equivalent experience in hospitality management, business administration or a related field. International equivalent suffices.
- Years and area of professional experience (required for the role): Preferably 1-year experience in a HAL Guest Services position or similar Hospitality experience. Previous experience as an executive assistant is preferred.
- Able to work well with both shipboard and corporate personnel.
- Excellent verbal and written communication skills. Strong time management and organizational effectiveness.
- Being open minded, flexible, and able to handle constantly changing priorities. Ability to multi-task and evidence of strong organizational skills.
- A strong working knowledge of Microsoft Word, Excel, Outlook and PowerPoint is required. experience with other computer systems and programs is an advantage.
- Cruise industry experience is preferred though not essential.
- Must be able to work varied shifts which can average up to 11 hours per day, every day while on board.
- Must be able to perform normal and assigned emergency duties.
- Must be able to don a lifejacket or immersion suit; crawl; feel for differences in temperatures; handle fire-fighting equipment; and wear breathing apparatus (where required as part of duties).
- Must be physically able to participate in emergency lifesaving procedures and drills. All vessel positions require full use and range of arms and legs as well as full visual, verbal and hearing abilities to receive and give instructions in the event of an emergency including the lowering of lifeboats.
- Must be able to maintain qualification of the Seafarer Medical Examination and pass the basic safety course.
- While performing the essential functions of this job, all team members are required to stand; walk long distances on the ship; use hands to touch, handle or feel; reach with hands and arms; talk,
hear, taste and smell. All vessel positions require repetitive motion of bending, climbing, going up and down stairs and lifting more than 25 pounds.
- Must be able to work within different temperature ranges and changes— e.g., indoors to outdoors, hot climate, etc.
- Passport valid for a minimum of 6 months beyond a working assignment.
- Seafarer Medical Examination to declare fit for duty onboard ships.
- Must be able to acquire a United States C1D Visa, if required.
- Must be able to acquire a European Union Schengen Visa, if required.