Hotel Operations Executive Admin Assistant-Full Time (Caesars Palace LV)

 

JOB SUMMARY: 

Performs a wide variety of executive secretarial and administrative duties as required by the daily operations of the Executive office.  Provides support to the Assistant General Manager and General Manager.  Coordinates office activities and schedule, develops and recommends office procedures to ensure smooth office operations, including the provision of varied and complex office duties.  Works under limited or no supervision, organizes own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with minimum of direction.

 

Essential Functions: 

• Answer and screen telephone calls and refer inquiries to other areas.
• Maintain a record of important phone calls.
• Greet visitors; ascertain nature of business, and direct visitors to appropriate person. 
• Maintain appointment schedule concerning meetings, luncheons, conferences, discussions, etc.; reminding officer of appointments, as required.
• Exemplary customer service skills, dealing effectively with guests, in person/phone. 
• Responsible for making discretionary decisions and interfacing with all appropriate departments.
• Maintain a comprehensive calendar file to ensure required reports are properly prepared and submitted on a timely basis.
• Retrieve and screen mail. Correlate and distribute incoming/outgoing mail.  Review incoming mail to identify those requiring priority attention.
• Type letters, reports, memoranda, and other company related forms. Proofread and verify all documents produced. Gather reference materials and assist in preparation of supportive documents.
• Collect data and assist in preparing reports.  Maintain a current set of records and files.
• Answer correspondence and compose memoranda and letters from verbal dictation using short hand, speed writing or quick notes.
• Take dictation and type business correspondence in reply to customer inquiries or related conferences, discussions, and business meetings.
• Make travel arrangements and travel schedules for GM.
• Coordinate and make customer (internal & external) reservations.
• Keep inventory of supplies and replenish as needed under budgeted expense goals. Order all office supplies.
• Process payment of invoices, prepare check requests and expense reports.
• Maintain confidentiality of sensitive materials; salaries, coaching and suspensions.
• Must be able to meet the attendance guidelines of the job and adhere to departmental and company policies.
• Other duties as assigned.

 

Core Competencies: 

Integrity: Able to be tactful, maintain confidences, and foster an ethical work environment; prevent inappropriate behavior by coworkers; give proper credit to others; handle all situations lawfully and honestly.

 

Planning, Prioritizing, and Goal Setting:  Able to manage multiple projects; determine project urgency in a meaningful and practical way; use goals to guide actions and create detailed action plans; organize and schedule people and tasks. 

 

Attention to Detail: Able to be alert in a high-risk environment; follow detailed procedures and ensure accuracy in documentation and data; carefully monitor gauges, instruments, or processes; concentrate on routine work details and organize and maintain a system of records.

 

Communication: Able to clearly present information through the spoken or written word; read and interpret complex information; talk with customers or clients; listen well.

 

Policies, Process & Procedures:  Able to act in accordance with established guidelines written and unwritten; follow standard procedures in crises situations; communicate and enforce organizational policies and procedures.

 

Customer Service: Ability and commitment to provide exceptional customer service to our guest, using tact and diplomacy, while working with other Team Members and guests under high pressure situations.  The ability to successfully mediate disputes and communication breakdowns, clarifying the issues and recommending effective solutions.

 

Qualifications: 

• High school diploma or equivalent required; Bachelors Degree preferred or equivalent work experience.