Executive Assistant (Hotel Group)

Hospitality Services
Posted: 07/26/2019
Full Time
Los Angeles, CA
CIM Group's Hotel division is looking for an awesome Executive Assistant to join our team. If you love the hotel industry but are looking for something a little different, this is the opportunity for you! The position will provide assistance to the executives of the division.
ESSENTIAL FUNCTIONS:
  • Manage executive, calendars including but not limited to; planning and scheduling meetings, conference calls, accepting and/or declining and/or rescheduling meetings for executives and sending out meeting requests on their behalf.  Handle scheduling of business appointments.
  • Create and maintain vCard database.
  • Answer and screen incoming calls, take messages, send electronic messages and/or transfer priority calls to cell or personal phone, tracking and/or logging calls. 
  • Make and/or coordinate travel arrangements including but not limited to; arrangements related to booking commercial flights, hotels, ground transportation and updating itineraries for both domestic and international travel as required.  Coordinating itineraries with others. 
  • Prepare and edit correspondence and communications. 
  • Coordinate meeting set-ups including video conference set-up, ordering food/beverages, preparation of agenda and/or other meeting materials for meetings. vendors and guests.  
  • Coordinate outgoing mail including but not limited to addressing, metering, and certified or registered mail, overnight delivery and intra-company.
  • Set-up and maintenance of departmental and/or management files according to established criteria related to; contracts, documents, correspondence, agreements, reports, etc.
  • Special projects such as; conducting internet searches, preparing special reports, responding to information requests, preparation of executive materials as required and/or requested.
  • Event planning responsibilities including but not limited to; planning corporate events, booking related travel, 
  • Prepare and process expense reports. Reconcile charges to Corporate and/or business credit card(s) and review, approve, code, and process invoices related to departmental expenses including but not limited to:  setting up vendors, ensuring appropriate insurance coverage is obtained and submitted, and tracking payments to ensure timely payments.
  • Responsible for greeting all visitors on behalf of   Executives
  • Liaise with internal staff at all levels.
  • NON-ESSENTIAL FUNCTIONS:
  • Act as backup for other Assistants.
  • Flexible work hours may include weekends, early morning and/or late evening depending on business needs.
  • Sort and distribute incoming mail; forward misdirected mail to the appropriate party.
  • Access to information requires discretion and judgment to maintain appropriate level of confidentiality
  • EDUCATION/EXPERIENCE REQUIREMENTS: (including certification, licenses, etc.)
  • Bachelor’s degree and/or related experience plus a minimum of 3 years’ experience in an administrative assistant role.
  • Hotel industry experience preferred
  • Multi lingual capability preferred
  • Experience with Microsoft Office including Outlook, Word, Excel, PowerPoint required.
  • Experience with video conferencing software is preferred.
  • Experience with document management/storage software such as Knowledge Tree required.
  • Experience with accounts payable software such as Nexus Payables desirable.
  • Experience with office equipment such as printers, copiers, scanners, mail metering machines.
  • CIM does not accept unsolicited resumes from Agencies.  Any unsolicited resumes received from Agencies will be considered property of CIM and no fees will be due or paid.  If you wish to become an approved Agency with CIM or any of its Affiliates, please contact a member of the CIM Talent Acquisition Team.