Executive Office Administrator - The Newbury Boston

Compensation Type:HourlyHighgate Hotels:

Highgate is a premier real estate investment and hospitality management company widely recognized as an innovator in the industry. Highgate is the dominant player in U.S. gateway markets including New York, Boston, Miami, San Francisco and Honolulu, with a rapidly expanding presence in Europe, Latin America, and the Caribbean. Highgate’s portfolio of global properties represents an aggregate asset value exceeding $20B and generates over $5B in cumulative revenues. The company provides expert guidance through all stages of the hospitality property cycle, from planning and development through recapitalization or disposition.  Highgate also has the creativity and bandwidth to develop bespoke hotel brands and utilizes industry-leading proprietary revenue management tools that identify and predict evolving market dynamics to drive out performance and maximize asset value. With an executive team consisting of some of the industry’s most experienced hotel management leaders, the company is a trusted partner for top ownership groups and major hotel brands. Highgate maintains corporate offices in London, New York, Dallas, and Seattle.

Location:

 

The Newbury Boston at One Newbury Street, located in the premier shopping and dining neighborhood of Boston’s Back Bay is an iconic property originally opened in 1927 as one of the first Ritz-Carlton hotels in the U.S. and most recently was the Taj Boston. The building was recently transformed into a 286-room luxury hotel with 16,000-sq-ft of stunning event spaces, signature dining experiences and a reimagined front entrance on Newbury Street.

Overview:

The Executive Assistant is responsible for clerical, administrative, and other duties to assist in the smooth operation of the Executive Team.  He/she is also responsible for providing attentive, courteous and efficient service to all guests.

Responsibilities:

Guest services: greeting and welcoming guests, answering their inquiries about hotel and conference center services, facilities, and hours of operation, and handling their requests and complaints.

Office administration: answering telephone and email messages, opening and distributing mail, maintaining inventory of office supplies, filing correspondence, and typing and distributing meeting minutes.

Executive office support: greeting guests arriving at the executive offices, answering the Managing Director's phone, and creating reservations for VIP guests.

VIP guest services: working with both Rooms and Food & Beverage Department to ensure that VIP guests are accommodated and working with Guest Experience Team to create Welcome Notes for them.

Donation and Auction requests management: managing, tracking, and filing all donation and auction requests received by the hotel, and communicating with the requesting organizations.

Guest satisfaction: following up on guest satisfaction and handling guest complaints by following instant pacification procedures to ensure guest satisfaction.

Office operation: maintaining the smooth operation of the office and managing trace file as needed.

Technology: staying abreast of the latest computer programs/innovations (as applicable).

Qualifications:

• 5 years of customer service experience required.
• At least 3 years of progressive leadership experience in a hotel required. Luxury preferred.
• Bachelor degree in a related field required.
• Microsoft Office knowledge & skills required.
• Hotel PMS knowledge required, Opera Cloud knowledge preferred.
• Flexible and long hours sometimes required.
• Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.