Admin Assistant – Executive Office

Job Description

OVERVIEW/BASIC FUNCTION

Responsible for providing administrative support to the Managing Director and the Executive Offices. Ensuring effective communication between Managing Director hotel associates, guests, and the Executive offices. Executive Offices consists of Sales & Marketing, Finance, Talent & Culture and Hotel Management.

ESSENTIAL JOB FUNCTIONS

• Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
• Provide daily administrative support to the team when required.
• Is a “Brand Ambassador” at all times and ensures brand integrity and clarity are always maintained.
• Take and transcribe dictation and written drafts of correspondence and other documents from the Managing Director in an accurate and confidential manner.
• Handle incoming phone calls, emails, correspondence promptly and in a courtesy manner. Able to follow up matters arising and direct to the right person, if needed.
• Manage schedule and travel arrangements to ensure effective use of time.
• Set up appointments with different parties: meeting invites, venue arrangement, meeting documents, PowerPoint presentation, refreshments etc.
• Attend meetings when required. Prepare agenda and minutes taking as assigned by Managing Director.
• Coordinate reservations for VIPs and re-invited guests.
• Respond to guest correspondence in a professional, timely, and accurate manner.
• Schedule appointments for Managing Director.
• Update and maintain Managing Director’s daily appointment calendar.
• Process Expense reports for Managing Director.
• Take and transcribe minutes from Team meetings as needed.
• Maintain all files as they relate to the department, both accurately and confidentially.
• Interact in courteous and professional manner with guests, customers, vendors and staff who come in contact with Managing Director's office.
• Apply principles of rational thinking to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Any other duties as may be assigned from time to time.
• Maintain safety and cleanliness of the work area.

SECONDARY JOB FUNCTIONS

• All other duties as required.

QUALIFICATIONS

• Experience: Minimum 2-4 years’ administrative secretarial experience. Previous hotel experience preferred.
• Education: Minimum of a high school diploma.
• General Skills: Must be able to perform job functions with attention to detail, speed and accuracy; prioritize, organize and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guest’s service needs; work cohesively with co-workers as part of a team; work with minimal supervision; maintain confidentiality of guest information and pertinent hotel data. Exceptional interpersonal skills and communication skills. Ability to multitask and prioritize tasks, demonstrating excellent time management skills. Ability to cope with a fast paced working environment with composure and agility.
• Technical Skills: Ability to type at least 60 words per minute; proficiency with Microsoft Office products; proficiency in the operation of standard office equipment. Proficient with Word and Power point.
• Language: Required to speak, read and write English, with fluency in other languages preferred.
• Physical Requirements: Must be able to exert physical effort in transporting 15 pounds, endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, and satisfactorily communicate with guests and co-workers to their understanding.

Rosewood Sand Hill provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

SPECIAL POSITION REQUIREMENTS

Rosewood Sand Hill requires all employees to be up-to-date on their COVID-19 vaccination, including receiving a booster if eligible. Accordingly, applicants will be required to submit proof of vaccination prior to beginning employment, and may only begin employment if fully vaccinated. In accordance with the law, Rosewood Sand Hill will accommodate applicants and employees who cannot be administered the COVID-19 vaccine for medical or religious reasons, if to do so would not be an undue hardship. Applicants should contact teresa.barajas@rosewoodhotels.com if they have questions about this requirement or wish to request an accommodation under the law.

Pay

The pay scale for this position is between $27.81 and $31.83/hour. This is the pay range for this position that the Hotel reasonably expects to pay.

Decisions regarding individual rates will be based on a number of factors, such as experience, type of hotel luxury experience and/or Fine Dining Restaurant Experience.

About Us

About the Company
 

Rosewood Hotel Group, a privately owned company, is one of the world’s leading global lifestyle and hospitality management groups. It encompasses four brands: ultra-luxury Rosewood Hotels & Resorts®; upper-upscale New World Hotels & Resorts; Asaya, an integrated well-being concept; and Carlyle & Co., a modern and progressive private members clubs. Its combined hotel portfolio consists of more than 42 properties in 20 countries with nearly 30 new properties currently under development. The group’s foundation is its commitment to “Relationship Hospitality” – a belief that true hospitality springs from the nurturing and building of strong and lasting relationships with fellow associates, guests, partners and the communities in which its hotels operate. By doing so, Rosewood Hotel Group strives to become the industry leader in delivering the true meaning of hospitality..

About the Hotel

Rosewood Sand Hill, a luxury hotel in Menlo Park, California, opened in 2009. Nestled on 16 acres of pristine property in Silicon Valley, the five-star rated hotel offers a retreat for Bay Area executives and entrepreneurs, as well as local residents and visitors. The historic California ranch-style architecture melds with fragrant gardens and stunning views of the Santa Cruz Mountains to create a unique atmosphere that appeals to all types of guests.

Rosewood Sand Hill provides 121 guest rooms that are perfect for relaxing or rejuvenating with resort-like amenities and high-quality service. Guests can indulge at Sense, A Rosewood Spa®, or delight in the freshest local ingredients at Madera Restaurant. There are many different experiences available at this beautiful property; whether you're looking for a peaceful getaway or a lively place to dine and drink, Rosewood Sand Hill has something for everyone.