Administrative Assistant Job at Highgate in Paradise Valley

Administrative Assistant at Highgate Hotels

Highgate Hotels is a premier real estate investment and hospitality management company recognized as an innovator. Highgate leads U.S. gateway markets including New York, Boston, Miami, San Francisco, and Honolulu, with a growing presence in Europe, Latin America, and the Caribbean. The portfolio of global properties exceeds $20B in asset value and generates over $5B in cumulative revenues. Highgate provides guidance across the hospitality property cycle and develops bespoke hotel brands using proprietary revenue management tools.

Location

Arizona, Phoenix

Overview

The Administrative Assistant supports the reporting department with clerical and administrative duties, providing courteous and efficient service to guests.

Responsibilities

• Greet and welcome all guests in accordance with Highgate Hotel standards.
• Answer guest inquiries about hotel and conference center services, facilities, and hours of operation in a timely manner.
• Answer telephone and email messages and respond accordingly.
• Maintain and stay abreast of the latest computer programs and innovations.
• Open and distribute mail.
• File all pertinent correspondence in a timely manner.
• Type all correspondence pertaining to the department.
• Maintain adequate inventory of office supplies.
• Ensure the smooth operation of the office.
• Type and distribute meeting minutes.
• Maintain trace file as needed.
• Prepare Banquet Event Orders (BEOS) as per client needs (Catering Only).
• Assist with daily operations of the Business Center as needed.

Qualifications

• High School diploma or equivalent required; experience in a hotel or related field preferred.
• At least 2 to 3 years of progressive experience in a hotel or related field preferred.
• College coursework in a related field helpful.
• Computer knowledge and skills required.
• Flexible and willing to work long hours as sometimes required.
• Light work: Exerting up to 20 pounds of force occasionally and up to 10 pounds of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
• Maintain a warm and friendly demeanor at all times.
• Effective verbal and written communication with all levels of employees and guests.
• Effective listening, understanding, and clarifying concerns raised by employees and guests.
• Multitask and prioritize departmental functions to meet deadlines.
• Approach all encounters with guests and employees in an attentive, friendly, courteous, and service-oriented manner.
• Attend all hotel required meetings and trainings.
• Maintain regular attendance in compliance with Highgate Hotel Standards.
• Maintain high standards of personal appearance and grooming, including proper uniform and nametag.
• Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
• Maximize efforts toward productivity, identify problem areas, and assist in implementing solutions.
• Handle problems, including anticipating, preventing, identifying, and solving problems as necessary.
• Understand and apply complex information from various sources to meet objectives.
• Cross-train in other hotel-related areas.
• Maintain confidentiality of information.
• Show initiative, including anticipating guest or operational needs.
• Perform other duties as requested by management.

Seniority Level

Entry level