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The Coordinator/Personal Assistant plays an integral role in supporting the success of a high-end Hospitality Group by providing a variety of administrative services in a fast-paced environment. The ideal candidate can proactively anticipate and manage challenges, is a self-starter with strong abilities to manage multiple responsibilities and prioritize appropriately, works efficiently and is flexible to changes in schedule.
Expected administrative activities include coordination of internal and external communications, calendar and mailbox management, research, travel arrangements, coordination, and provide support for other team members.
Duties and Responsibilities
⢠Assist the partners with the oversight of construction - prepare weekly lists of open construction items and submit to the General Contractor
⢠Assist in managing and prioritizing daily workflow around emerging construction issues
⢠Maintain asset inventory, inclusive of furniture, artwork, lighting â ensure all items are cataloged with photos, costs and descriptions.
⢠Coordinate creative and business development meetings. Take notes during all meetings and distribute to all participants.
⢠Schedule appointments, manage calendar, organize meetings, arrange travel and manage daily flow of information for partners
⢠Place orders and oversee status/shipment of fabric, wall treatments furniture, art, light fixtures, bedding
⢠Communicate and coordinate with furniture refinishers, upholsterers, light restorers and other trades as required
⢠Maintain an active list of current projects and their statuses.
⢠Coordinate and maintain a consistent, up-to-date filing system. â inclusive of invoices, construction files, design files.
⢠Enter invoices into Quickbooks
⢠Prepare and distribute daily sales reports
⢠Other clerical duties, as assigned, such as photocopying, faxing, preparing materials for meetings and mailings
Qualifications
⢠Excellent interpersonal, customer service skills as well as excellent verbal and written communications skills.
⢠Strong organizational, time management, and multitasking skills.
⢠Strong ability to work with a diverse group of personalities.
⢠Self-starter able to work independently and as part of a team.
⢠Strong proficiency in Microsoft Word, Excel, and database applications.
⢠Ability to effectively and efficiently handle multiple, simultaneous, and complex tasks and projects.
⢠Strong abilities in organizing resources and establishing priorities.
⢠Research, analysis, and evaluation skills.
⢠Strong ability to use independent judgment and to manage confidential information.
