Title: Executive Assistant
Location: GB-ENG-Birmingham
Job Number: BIR000154
Hotel Overview: Located in the middle of Birmingham’s conference district and the new City of Birmingham Library, boasting a history that overshadows that of any other hotel in the city. Features 319 elegantly appointed guestrooms and suites with aria restaurant and lounge, cocktail bar and 10 event rooms and Hyatt’s amala spa and club.
Based in the Executive Office overlooking Centenary Square you will provide administration support to the General Manager and Director of Operations and the hotel in general.
Summary of Responsibilities: responsibilities and essential job functions include but are not limited to the following:
• To consistently offer professional, engaging and friendly service
• To provide a full administrative support function in the day to day operation of the Executive Office
• To coordinate diaries for meetings, for both GM & DOO, arranging AV equipment and confirming attendances
• To attend all meetings required, including the daily briefing and department head meetings.
• To invoice, draft letters and handle all correspondence.
• To courteously handle all in-coming telephone calls or enquiries.
• To organise and store paperwork, documents and manage computer-based information using Microsoft office.
• To accurately and promptly distribute all incoming mail, and internal correspondence.
• To handle all mail via Royal Mail, or any other form of postal service.
• To update all menus and forms for our Food & Beverage Departments.
• To take bookings and special requests for all Food & Beverage Departments.
• To handle VIP’s, courtesy card holders and special requests as needed.
• To ensure that the work area is kept clean and organised at all times.
• To respond promptly and efficiently to all emails.
• To communicate weekly bookings in Aria to Kitchen twice.
• To check Change Log daily and update reservations as required.
• To Distribute Function Sheets & Late BEOs to Kitchen weekly & as required.
• To check Livebookings / Afternoon Tea.co.uk bookings system & reservations.
• To manage OpenTable bookings system & reservations.
• To take payments for deposits in Aria.
• To look after regular F&B guests, knowledge of their history & preferences.
• To handle general F&B enquiries.
• To co-ordinate special events for Aria (Christmas, Valentine’s Mother’s Day etc).
• To undertake any further task as directed in order to ensure guest service is not compromised.
• To attend social events to network with local business clients and associates of the hotel.
• To create marketing materials in association with the Sales team to enhance revenues as required.
• To become familiar with Medallia guest satisfaction results and be proactive and confident in chairing meetings with Department Managers.
Qualifications:
We are looking for the following in our successful candidate:
• Previous experience in a similar role is an asset.
• Trustworthy and confidential with positive happy attitude and polite manners.
• Assertive yet personable with effective communications skills.
• Well-groomed with professional manners.
• Excellent follow-up skills necessary.
• Able to prioritise workload, is organised and well structured.
• Must have initiative and be self-starter, not waiting to be driven.
• Computer literacy is a must. Knowledge of hotel Fidelio and Opera system is advantageous.
• Able to deal with inter departmental challenges and customer complaints in a calm and helpful manners.
• Able to go extra mile as and if required by the department, a doer not a talker striving for a high standards of excellence, being a team player and working with others to support concept through the department.
Job: Administrative
Organization: Hyatt Regency Birmingham
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