Executive Assistant to the President & COO

New York, New York
GrandLife Hotels

POSITION SUMMARY

Reporting directly to the President & COO, this position oversees administrative duties for Executive Office and manages special projects as required for businesses under the Grandlife Hotels umbrella including Soho Grand Hotel, Roxy Hotel New York, Roxy Bar, Roxy Cinema New York, The Django, Gilligan’s, Soho Diner, and Club Room. The Executive Assistant is able to prioritize responsibilities of the day-to-day office needs and bridges the interdepartmental gap to ensure fluid communication. They also have a keen sense of style and design, a passion for downtown life & culture, while as a representative of the President & COO, they are discreet and professional at all times.

CORE ROLE RESPONSIBILITIES

Ensures daily office set-up, pack down, mail

Answers phones and takes messages

Order office supplies and maintain general office cleanliness

Oversees calendar for President & COO

Arranges internal meetings as required

Block meeting Rooms Invite attendees

Take minutes where required

Complete monthly expense account reconciliation

Perform other administrative duties and support as assigned, communicate effectively and efficiently

Manage President & Ownership experience onsite – ensuring departments are aware and prepared, spaces inspected.

Special Projects:

Overseeing projects assigned including researching, sourcing, vendor coordination.

Ensure brand integrity is at the forefront of all decisions and messaging.

Maintains a calendar of projects and tracks progress.

Re-establish existing guestroom and public space design specifications

Create spec list and look books

Maintaining and monitoring general hotel standards while walking and inspecting guestroom and public spaces.

Identify in room furnishing fixtures that need attention, maintenance, or replacement.

Coordinate with Department Heads for project timelines and execution.

Assist in coordinating project installations.

Work with Department Heads on product and presentation quality control projects (hotel furniture upgrades, amenities, gardens and restaurants) and public spaces, guest room set up & general product standards

Purchase Orders

Purchasing samples

Quality control for VIP stays, guest correspondence, service recovery

• Comp shops and researching industry intel