Hotel General Manager Executive Assistant

negotiable Expires in 7 months

JOB DETAIL

Department: Hotel

Reports To: Hotel General Manager

Job Summary: The Hotel General Manager Executive Assistant provides administrative and organizational support to both Hotel General Manager and 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 2 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 HGM Executive Assistant will often act as a direct representative of the Hotel General Manager and as such may be called upon to assist department with certain duties of general hotel importance such as embarkation, debarkation, public representation, guest relations and control.

Key Responsibilities:

  • 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 of 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.
  • Monitors IssuTrax regularly and advises Hotel General Manager/Assistant HGM of issues that do require their awareness
  • 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 and 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

General Responsibilities:

  • 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 Hotel General Manager

Physical Requirements:

  • 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. This job requires specific vision abilities to include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
  • All team members 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.
  • Work within different temperature changes—indoors to outdoors.
  • Able to pass basic safety course.
  • This is a minimal description of duties. Other work requirements may be necessary and assigned as business or maritime law dictates.

Desired Skill & Experience:

  • Preferably 1-year experience in a HAL Guest Services position or similar Hospitality experience
  • Able to work well with both shipboard and corporate personnel
  • Excellent verbal and written communication skills
  • Strong time management effectiveness
  • Being open minded, flexible, and able to handle constantly changing priorities
  • Ability to multi-task and evidence of strong organizational skills
  • Strong knowledge of MS Office suite and most notably, Excel, Power Point, Outlook

Note: Other duties as assigned included and not limited to Health, Environmental, Safety and Security responsibilities.