Hotel Carmichael - Administrative Assistant

Why Work at Hotel Carmichael?
At Hotel Carmichael, Autograph Collection, we set the stage for luxury, artistry, and world-class hospitality in Carmel’s vibrant city center. Featuring 122 elegantly appointed guest rooms, the stunning Feinstein’s Cabaret, and the upscale dining experience of Vivante, our hotel is a destination for refined comfort and unforgettable experiences. Curators at Hotel Carmichael are part of a passionate, service-driven team, bringing elegance, culture, and personalized hospitality to every guest.

JOB DESCRIPTION POSITION: Property Administrative Assistant
DEPARTMENT: A&G (Accounting and General)

J O B O V E R V I E W
Supports the GM (General Manager) and their team by completing administrative responsibilities. Duties include organizing, composing and distributing correspondence to both employees and guests.
R E P O R T S T O
Property General Manager

S U P E R V I S E S
This position does not directly supervise anyone.

K E Y R E L A T I O N S H I P S
Corporate Controller and accounting team and Corporate Director of Human Resources and Human Resources team.
E S S E N T I A L J O B F U N C T I O N S

O P E R A T I O N A L D U T I E S :

• Supports GM by performing administrative functions such as calendar scheduling, correspondence, incoming and outgoing telephone calls, filing, meeting agendas and meeting minutes.
• Assist the GM in the management of their calendar and communicate their whereabouts as needed.
• Perform general office duties, such as ordering ordering supplies, distributing mail and paychecks, creating and maintaining files/records.
• Assist in making reservations or travel arrangements.
• Serves as a receptionist for the GM and, when necessary, other department members, providing assistance to callers, as required. Greets all vendors and guests.
• Creates Purchase Orders for GM and Engineering. Prepares expense reports and expedites reimbursements.
• Assist GM in quality control. Proofs, edits and assures accuracy of all written documentation.
• Other duties as assigned by the GM.

B O O K K E E P I N G D U T I E S :

• Manage GM’s expense receipts; track travel and prepare expense reports as needed.
• As needed, invoice data entry and scans to be sent to the corporate accounting team via e-mail, fax or mail.
• Other duties as assigned by Corporate Controller.

H U M A N R E S O U R C E S D U T I E S :

• Assist department heads with new hire paperwork, scan and send to Corporate Director of Human Resources in a timely manner.
• Maintain employee files on property.
• Assist Corporate Director of HR when on property for New Hire Orientation, Benefits enrollment and 401(k) meetings.
• Assist department heads with maintaining department required State and Federal licensing, i.e. ABLE, insurance, etc.
• Other duties as assigned by GM.

K N O W L E D G E , S K I L L S & A B I L I T I E S :

• This position will have access to confidential information and it is imperative that he/she maintain confidentiality at all times.
• Polished and professional appearance and demeanor in person, online and via phone. Excellent communication skills both written and verbal.
• Ability to provide customer service that is above and beyond for customer satisfaction and retention.
• Excellent communication skills both written and verbal.
• Proficient in MS Excel, Word, PowerPoint; comfortable with learning new software and systems.
• Highly honed organization skills and strong attention to detail.
• Ability to handle stressful situations and deadlines.
• Bilingual and luxury hotel experience a plus but not required.
• 2 years of experience in the administrative assistance, clerical services, or related professional area, or 2-year degree from an accredited university of Secretarial Studies, Business Administration or Hotel and Restaurant Management.

W O R K E N V I R O N M E N T

• Requires standing for extended periods, walking, pushing, lifting up to 25 pounds, bending, reaching, stooping, kneeling or crouching.