Executive Assistant

Executive Assistant

The Executive Assistant is crucial to the success of the Sunseeker Resorts executive committee. The position reports directly to the Sunseeker Resorts VP & Managing Director. Duties will include overseeing various needs of the executive team and the executive office; assisting in the hotel project planning and with the golf club; and playing a key role in helping to ensure a smooth launch and opening of the resort.

This will be a hands-on role supporting multiple senior executives in a fast-paced changing environment. This role will independently assess, research, analyze, and make decisions on matters from minor to moderately complex including organizing and coordinating the needs of the executive team and executive office, along with developing, implementing, and executing procedures to ensure organizational effectiveness, efficiency, and safety within the executive team and executive office. In addition, the Executive Administrator is responsible for developing intra-department communication protocols, streamlining administrative procedures, and general support for the executive team of Sunseeker Resorts.

All duties are performed in accordance with department and Sunseeker Resorts policies, practices, and procedures.

Job Duties:

• Develop processes and procedures that ensure the efficient and cost-effective running of the executive team and executive office
• Corresponds as needed and in the absence of senior leaders making decisions and judgement on their behalf
• Helps create and apply policies and procedures impacting the administration of the division; monitors compliance of such policies
• Oversees office maintenance, mailing, shipping, supplies, equipment, and errands
• Partners with property Human Resources and other departments to develop and maintain office policies
• Plans and executes company events
• Manages and administers the charitable programs on behalf of the company with the support from Marketing, Finance and Human Resources teams.
• Ensures security, integrity, and confidentiality of executive team and other Sunseeker Resorts data
• Maintains a safe and secure working environment
• Prepares executive expense reports for executive review
• Manages information flow in a timely and accurate manner
• Exercises discretion and independent judgment when evaluating new programs, new services, and new ideas
• Stays abreast of property goals in order to create support and present departmental goals to executive leadership
• Continues to learn and be on the forefront of new technology for the hotel industry
• Creates ways to further enrich the guest experience by continuously reviewing, implementing and refining procedures to ensure every opportunity to offer extraordinary guest experiences while maintaining a culture of smiles and retention of luxury standards
• Proactively seeks guest feedback and liaises with other departments when opportunities present themselves ensuring a seamless and elevated guest experience
• Manages guest requests at the executive team level and owns all complaints; resolves issues immediately and follow up to ensure the guests satisfaction
• Develops collaborative relationships and synergy with all support departments such as Convention Sales & Services, Facilities, Security, Front Services, Front Office, F&B and Golf Course
• Fosters a management team that possesses and delivers on key strategies of guest service, employee relations, team cooperation, financial responsibility, and asset management
• Ensures all accounting, payroll and employee relations matters related to the executive team are handled in compliance with company policy
• Sets and maintains calendars for several high-level executives to include travel, events, and meetings
• Manages conference room schedule
• Some travel may be required
• Performs other functions as needed

Minimum Requirements:

Combination of education and experience will be considered. Sunseeker Resorts performs criminal background checks on all candidates. Candidates will need to be authorized to work in the US as defined by the Immigration Act of 1986. Sunseeker Resorts uses E-Verify to confirm the eligibility of all newly hired employees to work in the United States. For more details on E-Verify visit e-verify.gov.

Required:

• Education: High School Diploma/GED
• Bachelors degree in business administration or another related field preferred
• Minimum years of six (6) years of experience as an Office Administrator of Executive Assistant

Other Minimum Requirements: Knowledge/Skills/Abilities:

• Microsoft Office Suite such as Outlook Email and Calendar, Word, and Excel required
• Knowledge of general office management processes and systems such as scheduling, proper phone and email messaging, etc.
• Excellent time management skills, ability to manage many tasks at once with varying priorities required. Fast-paced environment requires high quality organizational skills with the ability to put hands on information at a moments notice.
• Ability to be proactive regarding the needs of the executive office and the executive team
• High understanding of discretion with all channels of communication. Ability to communicate, both in writing and verbally, with varying levels of organization and public at large.
• Attention to detail and problem-solving skills. Ability to self-manage and motivate with regards to day-to-day functions and projects.
• Energetic professional with ability to manage a wide variety of administrative and executive support tasks
• Displays flexibility and an exceptional attitude
• Ability to work varied shifts, including weekends and holidays
• Excellent customer service skills
• Ability to function well under pressure, manage multiple priorities, and meet established deadlines
• Must possess mature personal discretion and sound judgment
• Strong leadership abilities, sound judgment, superior problem solving and decision-making skills
• Excellent organizational, analytical and project management skills, with particular attention to quality and detail
• Interpersonal skills to deal effectively with all business contacts
• Professional appearance and demeanor