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Job Title: Executive Assistant to General Manager

Department: Operations

Reports To: General Manager

FLSA Status: Exempt

SUMMARY:

The Executive Assistant to the General Manager at GALE Hotels plays a pivotal role in supporting the overall operations and management functions. This position requires a proactive and organized individual who can efficiently handle administrative tasks, coordinate schedules, and contribute to the smooth functioning of the hotel.

RESPONSIBILITIES:

• Provide high-level administrative support to the General Manager, including calendar management, travel arrangements, and correspondence.
• Assist in preparing and organizing meetings, presentations, and reports for the General Manager.
• Coordinate communication between various departments, ensuring effective information flow.
• Collaborate with Human Resources to support the recruitment process, including scheduling interviews and onboarding new team members.
• Manage and maintain confidential files, records, and documents for the General Manager.
• Assist in residential sales efforts, including client communication and prospect follow-ups.
• Act as a liaison between the General Manager and department heads, ensuring seamless communication and execution of tasks.
• Assist in budgetary and financial tasks, including expense tracking and reporting.
• Monitor and respond to emails, phone calls, and inquiries on behalf of the General Manager.
• Handle special projects and assignments as directed by the General Manager.

QUALIFICATIONS:

• Proven experience as an executive assistant or in a similar role.
• Excellent organizational and multitasking abilities.
• Strong communication skills, both written and verbal.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel).
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Detail-oriented and able to work independently with minimal supervision.

EDUCATION AND/OR EXPERIENCE:

• Bachelor’s degree in business administration, Hospitality, or a related field preferred.
• 2+ years of experience in an executive support role.

LANGUAGE SKILLS:

Excellent verbal and written English language skills. Ability to read, write, and comprehend instructions, correspondence, memos, and reports. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems solving several concrete variables in standardized situations.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to move around the office and hotel premises as needed.
• Occasional standing, walking, and navigating through different areas of the hotel.
• Manual dexterity to operate office equipment such as computers, printers, and phones.
• Ability to lift and carry up to 15 pounds occasionally for tasks such as handling supplies or assisting with event setups.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. This job is primarily performed in an office environment with a moderate noise level. While performing the duties of this job, the employee is required to frequently inspect inside and outside areas of the property location and may be exposed to ongoing construction and various weather conditions. The noise level in the work environment may range from moderate to loud.

We are an EEO Company that provides a competitive salary and comprehensive benefits package to all full-time regular Employees.

The above job description describes the primary duties and qualifications for this position. The company reserves the right to modify, add, or remove duties and other duties as necessary.

The candidate for this position is an at-will employee and subject to termination with or without cause or notice