Executive Administrative Assistant - InterContinental San Antonio (Opening Hotel) - IHG

DUTIES AND RESPONSIBILITIES:

1. Serve as first point of contact for callers and visitors contacting the office/department.  Respond to inquiries 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.
2. 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
• Entering, retrieving and/or manipulating data within software programs or databases

1. 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
2. Identify and assist in planning for the purchasing of supplies, equipment, facilities and services necessary to maintain an efficient office. 

• 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.
• 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. 
• 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 parties that reflects highly on the hotel, the brand and the Company.
• Excellent computer skills including MS Word, PowerPoint and Excel.  Ability to type at least 45 WPM.
• Reading and writing abilities are utilized often when compiling correspondence or performing other administrative functions.
• Basic mathematical skills are used frequently. 
• May be required to work nights, weekends, and/or holidays.

Work Area:  General Offices

The statements in this job description are intended to represent the key duties and level of work being performed.  They are not intended to be ALL responsibilities or qualifications of the job.   This position is classified as non-exempt (per the Fair Labor Standards Act) and is subject to overtime in accordance with Federal and State Regulations.