Administrative Assistant

About Us

Don't meet every single requirement of this job? At HEI we are dedicated to building a diverse and inclusive workplace, so if you're excited about this role but your experience doesn't align perfectly with every qualification in the job description, we encourage you to still send in your information. You may be the perfect candidate for this or for other roles within our organization!

We value U.S. military experience and invite all qualified military candidates to apply.

Overview

Essential Duties and Responsibilities

• Assists General Manager in all aspects of the Executive Office.
• Coordinates meeting set-ups and performs minute taking, transcribing and distribution of the following: Executive Committee, Staff Meeting, and Miscellaneous Meetings.
• Performs special requests of the General Manager such as travel arrangements (flight and room).
• Performs telephone duties, which require answering telephones, messages, forwarding calls to appropriate person, assisting caller in resolving questions.
• Handles individual reservations for VIP clients. Ensure that all arrangements, including upgrades, special request and amenities are handled properly, coordinating with other departments through oral and written instruction.
• Assist associates whenever possible with requests and/or information. Attempt to answer associate questions and/or address associate concerns in a timely manner.
• Assist in the recruiting, screening and interviewing for all management and non-management hotel positions. Assist the Human Resources Director n directing and instructing the management staff in effective recruiting and interviewing techniques using methods such as verbal presentations and written directions to ensure the hiring and retention of qualified and effective associates. Schedule interviews and process related paperwork.
• Create and update Human Resources bulletin boards and other posting locations as needed.
• Distribute paychecks as needed.
• Maintain accurate and updated department and associate files.
• Explain elements of various benefits to associates as required and assist with enrollment and claims processing.
• Assist with associate relations events and recognition, as needed, e.g. associate of the Month program, Associate Anniversary Awards program, etc.
• Process benefits enrollments and other functions electronically, as required.
• Monitor and update job requisitions as required. Communicate hotel job openings internally and externally, via bulletin board postings, telephone, letters, referral contacts, telephone Hot Line, etc. pursuant to Company policy.
• Respond to all interviewed applicants via telephone or letter within required period.
• Prepare correspondence and memos as needed.
• Maintain applicant flow log/data.
• Ensure all new hires and existing associates possess proper employment eligibility verifications.
• Comply with attendance rules and be available to work on a regular basis.
• Perform any other job-related duties as assigned.

Qualifications and Skills

• Hotel experience preferred.

• Must communicate well with guests.

• Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact and diplomacy.

• Ability to access and accurately input information into a computer using Microsoft Office Suite software with or without reasonable accommodation.

• Typing proficiency at a minimum of 75 wpm with or without reasonable accommodation.

• Ability to follow written and/or verbal instructions.

• Ability to stand and/or sit and continuously perform essential job functions for duration of shift with or without reasonable accommodation.

• Ability to set-up and maintain filing systems.

• Effective verbal and written communication skills. Ability to adapt communication style to suit different audiences, such as effectively communicating with supervisors, coworkers, public etc.

Compensation

Benefits

HEI Hotels and Resorts is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.