Under the general guidance and supervision of the General Manager & Director of Operations, this position will be responsible for providing administrative support to the Executive Office, Reception Desk and Food & Beverage Departments. The successful candidate will have the ability to navigate between creative and analytical skills, have excellent verbal and written communication, along with a keen eye for detail.
The key responsibilities of the Administrative Assistant include but are not limited to:
Administrative Duties for Admin Desk / Food & Beverage Support:
Greets and assists guests promptly at the reception desk upon arrival (E.g. appointments, inquiries, deliveries, etc.). Offer refreshments for guests and clients waiting for appointments, as appropriate.
Performs administrative duties for the General Manager & Director of Operations which includes but not limited to making appointments, generating reports, collating data to facilitate analysis, maintaining records, preparing documents for financial reviews and meetings, responding to guest feedback and other queries, purchasing items as required, typing, filing, qualifying & responding to phone calls and inquiries, and dealing with matters of a confidential natures.
Accomplishes all administrative activities associated with: renewal and or modifications of Food & Beverage licenses, changing menus or guest directory, preparing for special events / promotions and festive season in the outlets.
Coordinates entertainment for the outlets. This includes forecasting monthly expense, scheduling and payments.
Issues gift certificates, based on approval and tracks the information for future reference and guidance.
Attends weekly Board of Operations meetings for leaders and provides accurate minutes of the proceedings.
Participates in website maintenance; ensures the website is up-to-date with various documents, offers, special events, festivities, entertainment and any changes in the hours of operation.
Maintains professional business confidentiality.
Performs related duties and special projects as assigned.
Marketing & Promotional Duties:
This position will be responsible for designing various promotional collaterals for the hotel and special events / promotions with a creative flair to promote our restaurants and bar via print and internet; be presented to the General Manager, Director of Sales and Director of Operations for review and approval.
Designs, copy writes, edits, prints, and distributes Oceans 999, Coal Harbour Bar and In-room Dining menus / posters including any promotion/special events (i.e. Valentine’s Day, Easter, Mothers’ Day, Christmas, Festive Menus and NYE).
Manages inventory of hotel images; ensure Corporate Branding standards are maintained, organizes, assists and manages photo-shoots when required.
Assists, as required, with marketing activities related to purchase of print or internet advertising / promotion.
Keeps guest directory up to date and regularly revises and implements changes and updates.
Handles Public Relations enquiries received directly or through Tourism Vancouver.
Liaisons with Social Media Agency or Social Media Manager to manage the social media activities maintaining our content distribution and publications. Designs and tracks appropriate metrics to evaluate the success of the social mediums used, as well as the success of event campaigns and initiatives covered.
The successful candidate will be a self-motivated administrative professional that has the ability to accomplish tasks efficiently and with a high level of accuracy and possess a keen eye for detail. This position will require the candidate to work independently as well as within a team environment and be a strong communicator.
Qualifications and Technical Experience
Two (2) years in an administration capacity within the Hotel industry preferred.
Minimum of one year experience in food and beverage will be an asset.
Must possess excellent organizational skills, time management with an ability to multitask & meet deadlines in a high-pressure work environment.
Experience in Photoshop & InDesign, Adobe; overall strong working knowledge with graphics, menu layout, page layout precision.
Computer Skills - Demonstrated ability with regard to computer skills, including an intermediate level of Microsoft Office Suite, especially excel and word, proficiency with e-mail, internet and data base applications. Experience using hotel programs - Opera is an asset.
Minimum 50 wpm typing speed and high level of accuracy.
Proven professional written and verbal communication skills with demonstrated experience in producing professional documents and communications.