Executive Assistant
Starwood Hotels & Resorts Worldwide, Inc - Lahaina, HI

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Company

Starwood Hotels & Resorts Worldwide, Inc., one of the leading hotel and leisure companies in the world with more than 1000 properties in over 100 countries, is a fully integrated owner, operator and franchisor of hotels and resorts with the following internationally renowned brands: St. Regis®, The Luxury Collection®, Sheraton®, Westin®, Four Points® by Sheraton, W®, Le Méridien®, Aloft®and ElementSM. Starwood Vacation Ownership, Inc., a subsidiary of Starwood Hotels & Resorts Worldwide, Inc., is one of the premier developers and operators of high quality vacation interval ownership resorts. For more information, please visit www.starwoodhotels.com or www.starwoodvacationownership.com.

Location

Aloha Welina Mai! Welcome to Westin Maui
The Westin Maui Resort & Spa is the premier location for a dream Hawaiian vacation. Situated on Kaanapali Beach, the Westin Maui Resort & Spa is the most romantic escape in all the Hawaiian Islands... the dramatic point at which the legendary Black Rock of Kaanapali meets the ocean. Anchored by the Black Rock itself, this spectacular Maui hotel beckons hopeless romantics, discerning honeymooners, and fun-seeking families.

Department

Executive Office

Job Description

POSITION PURPOSE
The Executive Assistant supports and assists the General Manager in daily administrative duties. The person who fills this important role will be responsible for interacting with guests, clients, and associates to ensure excellent guest service and to communicate the goals of the Resort and the brand. The ideal candidate will be an organized, personable and enthusiastic individual that keeps confidentiality as the highest priority. Other responsibilities may include but are not limited to: receiving incoming calls, handling guest and associate requests, maintaining various tracking and filing systems, acting as a liaison between departments, generating reports and creating presentations. This position is critical to the successful operation of the department and hotel and is a key contributor to creating a professional branded environment and a highly effective service culture which transforms guest experiences.

ESSENTIAL FUNCTIONS

AVERAGE %
OF TIME
30% Uses discretion and independent judgment when responding on behalf of General Manager in matters such as but not limited to, negotiating room rates; offering compensation for resolution purposes; offering complimentary room nights when necessary within guidelines; authorizing complimentary gift certificates for room nights, spa treatments and food beverage outlets within guidelines; coordinating events for corporate office, GM, and guest events; and acting on behalf of GM to move location, and add additional amenities in order to serve the client and/or guest in the best manner. Assists in making decisions with Executive Committee members and/or Managers to expedite resolution for guests and/or associates that may normally require General Manager’s decision to move forward. Receives incoming communication such as email, letters, and telephone calls to the General Manger.

30% Manages repeat guest reservations to include negotiating special rates, blocking rooms and setting up amenities and/or accommodating special needs or requests.

20% Oversees and directs multiple responsibilities for the Executive and Sales/Marketing

Offices, including:
  • Managing effective communications and problem solving with the Sales & Marketing administrative assistants by planning, organizing and facilitating quarterly meetings with them.
  • Overseeing maintenance and procurement of executive office equipment, and directing general purchases for the Executive Offices such as amenity cards.
  • Assist with Social Media Marketing communication. This includes reviewing, providing corrective feedback, and approving all trip advisor responses drafted by the Coordinator before they are posted online.
  • Organizing and controlling the weekly mail schedule for Sales & Marketing, Rooms, and Food & Beverage administrative assistants.
10% Coordinates scheduling of all appointments, meetings and travel arrangements for business trips as required for General Manager. Processes expense reports and check requests for the General Manager.

10% Maintains the General Manager’s files. Understands the intricate workings of the hotel industry. Maintains a professional and positive working environment in accordance with our Westin Brand standards. Maintains and upkeeps office equipment in the General Manager’s office.

Other:
Regular attendance in conformance with Westin Brand standards, which may be established from time to time, is essential to the successful performance of this position. Associates with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings is required.

Upon employment, all employees are required to fully comply with Starwood rules and regulations for the safe and effective operation of the hotel’s facilities. Employees who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.

SUPPORTIVE FUNCTIONS
In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:

  • Order and maintain office supplies.
  • Make reservations for guests of the General Manager and orders amenities where appropriate.
  • Organize and maintain filing system, including all files for General Manager. Assist with corporate initiatives.
SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:

  • Must be able to speak, read, write and understand the primary language(s) used in the workplace.
  • Must be able to read and write to facilitate the communication process.
  • Requires good communication skills, both verbal and written.
  • Must possess basic computational ability.
  • Must possess computer skills, including Microsoft Office 97, Excel and PowerPoint. Galaxy a plus.
  • Ability to accurately type at least 50 words per minute.
  • Must be multi-task oriented with excellent organizational skills. Must be able to perform multiple tasks simultaneously and focus attention to detail.
  • Must be able to work under pressure in a fast paced environment and with divergent personalities.
Physical Demands

  • Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems.
  • Must be able to sit at a desk for up to 10 hours per day. Walking and standing are occasionally required. Length of time of these tasks may vary from day to day and task to task.
  • Must be able to bend, stoop, squat and stretch to fulfill cleaning and filing tasks.
  • Must be able to exert well-paced ability in limited space.
  • Must be able to lift up to 15 lbs. on a regular and continuing basis.
  • Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.
  • Talking and hearing occur continuously in the process of communicating with guests, supervisors and other employees.
  • Requires manual dexterity to use and operate all necessary equipment.
  • Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.
Requirements

Experience
One to two years experience in administrative related positions, and/or prior hotel experience preferred

Licenses or Certificates
Not applicable.

Grooming
All employees must maintain a neat, clean and well-groomed appearance per Starwood standards.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.

Executive Assistant
Company

Starwood Hotels & Resorts Worldwide, Inc., one of the leading hotel and leisure companies in the world with more than 1000 properties in over 100 countries, is a fully integrated owner, operator and franchisor of hotels and resorts with the following internationally renowned brands: St. Regis®, The Luxury Collection®, Sheraton®, Westin®, Four Points® by Sheraton, W®, Le Méridien®, Aloft®and ElementSM. Starwood Vacation Ownership, Inc., a subsidiary of Starwood Hotels & Resorts Worldwide, Inc., is one of the premier developers and operators of high quality vacation interval ownership resorts. For more information, please visit www.starwoodhotels.com or www.starwoodvacationownership.com.

Location

Aloha Welina Mai! Welcome to Westin Maui
The Westin Maui Resort & Spa is the premier location for a dream Hawaiian vacation. Situated on Kaanapali Beach, the Westin Maui Resort & Spa is the most romantic escape in all the Hawaiian Islands... the dramatic point at which the legendary Black Rock of Kaanapali meets the ocean. Anchored by the Black Rock itself, this spectacular Maui hotel beckons hopeless romantics, discerning honeymooners, and fun-seeking families.

Department

Executive Office

Job Description

POSITION PURPOSE
The Executive Assistant supports and assists the General Manager in daily administrative duties. The person who fills this important role will be responsible for interacting with guests, clients, and associates to ensure excellent guest service and to communicate the goals of the Resort and the brand. The ideal candidate will be an organized, personable and enthusiastic individual that keeps confidentiality as the highest priority. Other responsibilities may include but are not limited to: receiving incoming calls, handling guest and associate requests, maintaining various tracking and filing systems, acting as a liaison between departments, generating reports and creating presentations. This position is critical to the successful operation of the department and hotel and is a key contributor to creating a professional branded environment and a highly effective service culture which transforms guest experiences.

ESSENTIAL FUNCTIONS

AVERAGE %
OF TIME
30% Uses discretion and independent judgment when responding on behalf of General Manager in matters such as but not limited to, negotiating room rates; offering compensation for resolution purposes; offering complimentary room nights when necessary within guidelines; authorizing complimentary gift certificates for room nights, spa treatments and food beverage outlets within guidelines; coordinating events for corporate office, GM, and guest events; and acting on behalf of GM to move location, and add additional amenities in order to serve the client and/or guest in the best manner. Assists in making decisions with Executive Committee members and/or Managers to expedite resolution for guests and/or associates that may normally require General Manager’s decision to move forward. Receives incoming communication such as email, letters, and telephone calls to the General Manger.

30% Manages repeat guest reservations to include negotiating special rates, blocking rooms and setting up amenities and/or accommodating special needs or requests.

20% Oversees and directs multiple responsibilities for the Executive and Sales/Marketing

Offices, including:
  • Managing effective communications and problem solving with the Sales & Marketing administrative assistants by planning, organizing and facilitating quarterly meetings with them.
  • Overseeing maintenance and procurement of executive office equipment, and directing general purchases for the Executive Offices such as amenity cards.
  • Assist with Social Media Marketing communication. This includes reviewing, providing corrective feedback, and approving all trip advisor responses drafted by the Coordinator before they are posted online.
  • Organizing and controlling the weekly mail schedule for Sales & Marketing, Rooms, and Food & Beverage administrative assistants.
10% Coordinates scheduling of all appointments, meetings and travel arrangements for business trips as required for General Manager. Processes expense reports and check requests for the General Manager.

10% Maintains the General Manager’s files. Understands the intricate workings of the hotel industry. Maintains a professional and positive working environment in accordance with our Westin Brand standards. Maintains and upkeeps office equipment in the General Manager’s office.

Other:
Regular attendance in conformance with Westin Brand standards, which may be established from time to time, is essential to the successful performance of this position. Associates with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings is required.

Upon employment, all employees are required to fully comply with Starwood rules and regulations for the safe and effective operation of the hotel’s facilities. Employees who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.

SUPPORTIVE FUNCTIONS
In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:

  • Order and maintain office supplies.
  • Make reservations for guests of the General Manager and orders amenities where appropriate.
  • Organize and maintain filing system, including all files for General Manager. Assist with corporate initiatives.
SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:

  • Must be able to speak, read, write and understand the primary language(s) used in the workplace.
  • Must be able to read and write to facilitate the communication process.
  • Requires good communication skills, both verbal and written.
  • Must possess basic computational ability.
  • Must possess computer skills, including Microsoft Office 97, Excel and PowerPoint. Galaxy a plus.
  • Ability to accurately type at least 50 words per minute.
  • Must be multi-task oriented with excellent organizational skills. Must be able to perform multiple tasks simultaneously and focus attention to detail.
  • Must be able to work under pressure in a fast paced environment and with divergent personalities.
Physical Demands

  • Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems.
  • Must be able to sit at a desk for up to 10 hours per day. Walking and standing are occasionally required. Length of time of these tasks may vary from day to day and task to task.
  • Must be able to bend, stoop, squat and stretch to fulfill cleaning and filing tasks.
  • Must be able to exert well-paced ability in limited space.
  • Must be able to lift up to 15 lbs. on a regular and continuing basis.
  • Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.
  • Talking and hearing occur continuously in the process of communicating with guests, supervisors and other employees.
  • Requires manual dexterity to use and operate all necessary equipment.
  • Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.
Requirements

Experience
One to two years experience in administrative related positions, and/or prior hotel experience preferred

Licenses or Certificates
Not applicable.

Grooming
All employees must maintain a neat, clean and well-groomed appearance per Starwood standards.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.

Starwood Hotels - 2 years ago - save job - block
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About this company
347 reviews
Starwood Hotels & Resorts Worldwide knows how to shine a light on hospitality. One of the world's largest hotel companies, it has...