Executive Assistant - Hotel Polaris - Hotel Polaris at US Airforce Academy

Are you ready to help shape the future of travel and hospitality at the new Hotel Polaris at the U.S. Air Force Academy? Hotel Polaris is seeking an exceptional Executive Administrative Assistant to join our team and play a vital role in shaping the success of Hotel Polaris, an instant icon on the hospitality landscape of Colorado Springs. Your efforts significantly influence the unique and distinctive experiences we seek to deliver to our guests and team members alike. We're looking for someone who wants to be a part of something bigger and shares our passion for creating unforgettable guest experiences, nurturing a vibrant company culture, and building strong connections with our communities.

• Act as the point of contact for the General Manager’s office among executives, team members, clients, and external partners.
• Maintain a professional demeanor and a high level of strict confidentiality.
• Manage information flow in a timely and accurate manner - extensive administrative duties and responsibilities including; communication and distribution of daily/weekly/monthly reports and correspondence to the home office, asset management and ownership, handling confidential material and information and daily distribution of the mail.
• Manage the General Manager’s calendar, set up meetings, coordinate speaking engagements, etc.
• Serve as a liaison and VIP coordinator on behalf of the general manger to key stakeholders including; AOG/Academy Foundation, USAFA, ownership, CoralTree Hospitality executives, and the GM’s professional memberships, boards, etc.
• Maintain good owner relations, responds to owner communications, to ensure that owner’s concerns are communicated to the Key Leaders.
• Manage day-to-day guest relations and corporate guest relations, all external guest correspondence, and internal communications, including Daily Reports, Checkpoints, and Guest Alerts.
• Maintain guest relations files and ensures that all relevant information is included in file, i.e., guest correspondence, letters, preference information, guest folios, gift certificates, etc.
• Maintain Gift Certificate Log to include value, purpose, date issued, and date redeemed.
• Coordinate all travel arrangements including reservations, transportation, recreational activities, amenities, for VIP’s, corporate and ownership visits.
• Working with the Director of Finance, maintain hotel licenses, permits, contracts and certificates of insurance tracking of key dates; expiration, renewal dates, etc.
• Schedules maintenance for Exec Office equipment.
• Involved in associate events and administrative support for property wide committees and the leadership team initiatives.
• Complete and file expense reports for key executives.
• Create internal and external communication – memos, emails, presentations, reports, etc. 
• Screen and direct phone calls and distribute correspondence.
• Organize/maintain all files, open and distribute all mail.
• Coordinate and plan office events from time to time and social events.
• Prepare presentations and/or coordinate with marketing via Power Point or other on behalf of the General Manager.
• Assist with office management – order supplies, scheduling equipment maintenance, etc.
• Perform other duties and assist other key executives in the office as designated by the General Manager in providing administrative support.

• 3-5 years’ experience in an administrative role preferred.
• Highschool diploma or equivalent (GED or equivalent combination of education and experience).
• Experience in a comparable AAA Four Diamond/Four Star hotel or higher is highly desired.
• Previous experience with invoicing or accounting experience preferred.
• Guest services and/or customer service experience preferred.
• Proficient working knowledge of Microsoft Office applications including Word, Excel, Outlook, and Power Point. Ability to learn new computer programs.
• Ability to recognize and handle sensitive and confidential information.
• Ability to perform a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure.
• Excellent verbal and written communication skills.
• Must have exceptional organizational skills; attention to detail; demonstrates ability to manage projects and establish priorities with diverse timelines and responsibilities.
• Must have significant experience in problem solving, investigation and research.
• Must work with minimal supervision and be pro-active in approach to problem resolution.

Physical Demands

Must be able to frequently communicate and develop rapport with guests and associates and have a working relationship with the resort management team. Must be able to work in a stationary position for long periods of times. Must be able to frequently position themselves throughout the resort in order to have access to all food and beverage outlets/venues in a large resort. Must be able to regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds.

We offer a comprehensive benefit package for full-time, regular team members that includes:

• Group medical, dental, vision, life, and disability benefits.
• Participation in a pre-tax flexible benefit plan for healthcare and dependent care reimbursement.
• An employee assistance program.
• Paid time off/sick time.
• Participation in a 401(k) plan with a company match.
• Complimentary team member meals.
• Complimentary room nights at CoralTree Hospitality managed properties.

Join us in creating unforgettable experiences for our guests, building vibrant communities, and shaping the future of travel and hospitality.

Job Type: Full-time

Hourly wage: $25.00 - $30.00/hr

Application deadline: This job posting will close on 11/5/2024 or until the position has been filled. 

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