Executive Administrative Assistant InterContinental Hotel and Conference Center

InterContinental Hotels Group - Cleveland, OH

Full-time - Entry Level

Cleveland, OH

Accommodation

About the position

As an Executive Administrative Assistant at the InterContinental Hotel and Conference Center, you will perform a variety of administrative duties to support the Area General Manager and the staff of an assigned department or hotel function. Your role will be pivotal in ensuring the smooth operation of the executive office, which includes the Area General Manager, Hotel Manager, and Executive Administration & Quality Assistant. You will be responsible for organizing and expediting the flow of work, following up on pending matters, and communicating essential information to staff or clients in the absence of the manager. This position requires a proactive approach to managing the manager's appointment calendar, ensuring timely scheduling of meetings, conference calls, and appointments, as well as completing and submitting monthly expense reports. In addition to administrative tasks, you will manage incoming mail, checks, and filing systems to maintain an organized and professional work area. You will also coordinate activities related to assigned projects, assist in establishing project timelines, and ensure timely execution to meet established deadlines. Your role will involve coordinating Senior Leadership Team Meetings, preparing agendas, and following up with actionable minutes that include assignments and due dates. You will promote teamwork and quality service through daily communications and coordination with other departments, serving as the first point of contact for callers and visitors to the office/department. Your responsibilities will extend to preparing various correspondence, reports, and presentations, which may include gathering and summarizing information, analyzing data, and creating spreadsheets or graphics. You will champion employee recognition initiatives from the Area General Manager, developing and managing processes for recognizing employees mentioned in guest reviews. Furthermore, you will support the Area General Manager and Hotels' Operations Teams in improving guest experience and hotel quality compliance, coordinating with department heads to promote functional alignment around brand standards. This role requires a strong focus on monitoring the implementation of brand safety standards and creating actionable reporting to inform decisions around quality compliance and improved guest experience.

Responsibilities

• Ensure the Executive Office completes all required monthly safety and compliance training.
• Organize and expedite flow of work; follow-up on pending matters; communicate and interpret instructions.
• Maintain manager's appointment calendar to timely schedule meetings, conference calls, and appointments.
• Complete and submit expense report monthly.
• Manage incoming mail, checks, and filing systems to keep an organized work area.
• Complete and/or coordinate activities related to assigned projects; assist in establishing project timetables and follow-up as appropriate.
• Coordinate Senior Leadership Team Meetings with Agenda and follow-up with actionable minutes.
• Identify and assist in planning for and purchasing of supplies, equipment, and services necessary for an efficient office.
• Promote teamwork and quality service through daily communications with other departments.
• Serve as the first point of contact for callers and visitors, responding to inquiries promptly and professionally.
• Prepare a variety of correspondence, reports, and presentations, including gathering and summarizing information and creating spreadsheets or graphics.
• Champion Employee Recognition from the Area GM; develop and manage the process for recognizing employees mentioned in guest reviews.
• Support Area General Manager and Hotels' Operations Teams to improve Guest Experience and Hotel Quality Compliance.
• Coordinate with Department Heads to promote and support functional alignment around brand standards.
• Monitor implementation of Brand Safety Standards with Engineering to ensure consistent understanding of risk management.
• Create actionable reporting leveraging Guest Experience and Quality systems to inform decisions around quality compliance.
• Coordinate with Front Office/Guest Relations on all VIP and IHG One Rewards arrivals to ensure benefits are executed.

Requirements

• At least 5 years previous secretarial/admin experience at executive level (3 years as Personal Assistant).
• Excellent computer skills including MS Word, PowerPoint, and Excel; ability to type at least 45 WPM.
• Excellent reading and writing abilities.
• Basic math skills.
• Ability to interact with guests, employees, and third parties in a professional manner.
• Excellent organization, time management, and project management execution.