Executive Administrative Assistant - Omni Hotels & Resorts

Location

La Costa Resort and Spa

Nestled among the beautiful coastal foothills of Carlsbad, CA, Omni La Costa Resort & Spa is honored as the #1 Wellness Spa by Spa magazine. Omni La Costa's acclaimed restaurants present an updated take on locally inspired cuisine and culinary delights. Steps from your door, world-class accommodations, championship golf and tennis, eight pools and more anxiously wait to welcome your arrival.

Omni La Costa associates enjoy a dynamic and exciting work environment, comprehensive training and mentoring, along with the pride that comes from working for a company with a reputation for exceptional service. We embody a culture of respect, gratitude and empowerment day in and day out. If you are a friendly, motivated person, with a passion to serve others, Omni La Costa may be your perfect match.

Job Description

The Executive Administrative Assistant supports the Managing Director, Resort Manager, Director of Sales and Marketing, and the Executive Committee.

Responsibilities include managing extensive administrative tasks such as distributing reports and correspondence, handling confidential information, managing schedules, coordinating guest relations, maintaining files, coordinating travel arrangements, and overseeing various communications within the resort. The ideal candidate will be detail-oriented, efficient, and capable of multitasking in a fast-paced environment.

Responsibilities

• Assistant to the Managing Director, Resort Manager, and Director of Sales and Marketing; secondary support to the Executive Committee.
• Extensive administrative duties and responsibilities; communication and distribution of daily/weekly/monthly reports and correspondence to corporate office and ownership, operation procedures, handling confidential material and information, daily distribution of the mail, daily check deposit of accounts receivables.
• Responsible for obtaining signatures of approval for all internal and external routing of check requests, expense reports, project expenditure approval forms (PEA), and other confidential correspondence as necessary and distributing in a timely and efficient manner.
• Manage schedules for the Executive Committee and ensure that all directors and managers receive messages and appointments in a timely manner.
• Manage day-to-day guest relations and corporate guest relations, all external guest correspondence and internal communications; including Daily Medallia Reports, ELMER, Synergy input and Reports, and Guest Alerts.
• Maintain guest relations files and ensures that all information is included in file, i.e. guest correspondence, letters, fax, emails, information, guest folios, gift certificates, etc.
• Manager Gift Certificates and maintain Gift Certificate Log to include value, purpose, date issued, and date redeemed.
• Manage Donation Requests for the Property.
• Coordinate all travel arrangements including; reservations, transportation, golf, amenities, and in-house meetings and events for VIP’s, corporate and ownership visits.
• Assist with Birchstreet PO Ordering and managing costs for A&S and A&G.
• Maintain reader files for upcoming meetings, VIP guests, meetings and events, etc.
• Maintain hotel licenses, permits, contracts and certificates of insurance.
• Maintain Communications for all managers and supervisors; including ordering, coding and billing.
• Assist the Managing Director in managing PowerPoint Templates and content collection.
• Perform other duties as assigned by Managing Director and Resort Manager. 

Qualifications

• Education – Associate Degree preferred
• A high degree of professionalism is required
• Experience working in a hotel environment required
• Skills: Proficient in Microsoft Office Suite ( Word, Excel, PowerPoint and Outlook)
• Must have the ability to maintain strict confidentiality
• Must be able to manage multiple priorities
• Must be able to type a minimum of 60 wpm.
• Must have excellent and professional written and verbal communication and administrative skills
• Must be highly organized and have the ability to multi-task and shift priorities as needed
• Must have the ability to work extended hours when needed
• Must be able to work independently with minimal supervision

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 the essential functions.

While performing the duties of this job, the employee is regularly required to sit.  The employee frequently is required to use hands to finger, handle, or feel and talk or hear.  The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

Pay Rate: $25-$27 per hour

The pay scale provided is a range that Omni Hotels & Resorts reasonably expects to pay. Actual compensation offered may fluctuate based on a candidate’s qualifications and/or experience. 

Omni Hotels & Resorts is an equal opportunity employer - vets/disability. The EEO is the Law poster and its supplement are available using the following links: EEOC is the Law Poster and the following link is the OFCCP's Pay Transparency Nondiscrimination policy statement 

If you are interested in applying for employment with Omni Hotels & Resorts and need special assistance to apply for a posted position, please send an email to applicationassistance@omnihotels.com.