Administrative Assistant (Full-time) | InterContinental Miami Downtown

About us:

As the world's largest family of luxury hotels, we all take great pride in being genuine ambassadors of the InterContinental® brand. Shaped by decades of international know-how and local insights, our passion for luxury travel spans cultures and customs. Inspiring us to create warm and sophisticated experiences for those seeking a richer perspective on the world. 

At InterContinental Hotels & Resorts® we want our guests to feel special, cosmopolitan and In the Know which means we need you to:

• Be charming by being approachable, having confidence and showing respect.
• Stay in the moment by understanding and anticipating guests’ needs, being attentive and taking ownership of getting things done.
• Make it memorable by being knowledgeable, sharing stories and showing your style to create moments that make people feel special.

A Shining Star Among Downtown Miami Hotels, the InterContinental Miami features the city's premier accommodations, convention, and meeting facilities. Overlooking sparkling Biscayne Bay, we provide a secure, inviting environment in a well-established area of the city. Priding ourselves on being ONE GREAT TEAM and honored as one of the TOP WORKPLACES of South Florida by the Sun Sentinel for the nineth year.

Your day to day:

As the Administrative Assistant, you will perform a variety of administrative duties for general managers and/or staff of an assigned department or hotel function. 

DUTIES AND RESPONSIBILITIES:

• Serve as the first point of contact for callers and visitors contacting the office/department. Respond to inquires and provide information in a prompt and professional manner and according to established procedures. Refer persons to appropriate staff members for further assistance or information. 

• Prepare a variety of correspondence, reports, and/or presentations which may include:

• Gathering and summarizing information from various sources

• Analysis and summary of data

• Creating spreadsheets, charts, and/or graphics

• Identify and assist in planning for the purchasing of supplies, equipment, facilities and services necessary to maintain an efficient office. 

• May monitor and report variances to departmental budgets or track departmental spend information to help maintain operating controls.

• Promote team work and quality service through daily communications and coordination with other departments. 

• Entering, retrieving and/or manipulating data within software programs or databases

• Organize and expedite flow of work; follow-up on pending matters; communicate and interpret instructions; and communicate information to staff or clients in manager’s absence.  Maintain manager's appointment calendar and complete and submit expense reports; coordinate telephone/conference calls and incoming mail; set up and maintain filing systems, etc.  Maintain an organized, clean, and professional work area

• Complete and/or coordinate activities related to assigned projects; assist in establishing project timetables, action steps and status updates; follow-up, as appropriate, to ensure timely execution to meet established deadlines.

• Perform other duties as assigned. 

QUALIFICATIONS AND REQUIREMENTS:

High School diploma or equivalent plus one year of office clerical experience, or an equivalent combination of education and experience.  Some college preferred.  Must speak fluent English.  Other languages preferred.

This job requires ability to perform the following:

• Carrying or lifting items weighing up to 25 pounds

• Use a keyboard to generate documents, correspondence, reports, presentations, etc. mostly while sitting.

• Handling objects, products and computer equipment/keyboard

Other:

• Communication skills are utilized a significant amount of time when interacting with others; demonstrated ability to interact with guests, employees and third