Position Purpose:

Provides the General Manager with administrative support including, typing, filing, answering telephones, taking messages, maintaining appointment calendar, making travel arrangements and other general office duties.

EXAMPLE OF DUTIES:

ESSENTIAL FUNCTIONS

• Handles all Executive Office VIP guest requests- makes reservations, assists with special requests, coordinates amenities, etc.
• Acts as liaison with Trump Hotel Collection Corporate office for special requests.
• Answers/forwards guest requests, complaints or questions in a courteous and timely manner.
• Creates and logs all gift certificates for donations, trades, comps and guest recovery.
• Prepares correspondence on behalf of General Manager.
• Orders and maintains office supplies and equipment. Maintains files and equipment in an orderly and professional manner.
• May assign and distribute work under general direction to Planning Committee Members and Department Heads.
• Proactive, self-starter who can work well both independently and as part of a team.
• Coordinate and complete travel arrangements for VP Managing Director; expense reports and department billing as needed.
• Responsible for processing of orders and submitting invoices to finance.
• Responsible for tracking budget and communicating with finance of any changes.
• Composes and types reports on behalf of Executive Office.
• Responsible for checking Delphi and Opera when necessary or requested.
• Responsible for scheduling time and location for daily arrival meetings.
• Coordinates Leadership weekly meetings (location, time) and prepares presentation.
• Coordinates meetings, conference calls as required.
• Work with Catering department in blocking meeting space for different meetings as necessary.
• Makes photocopies, faxes documents and performs other clerical functions.
• Orders and maintains office supplies and equipment. Maintains files and equipment in an orderly and professional manner. Also maintains par of pertinent items in stock.
• Provides information to callers, including senior management, which requires a comprehensive knowledge of company policies, practices and operations.
• Performs a broad range of administrative details of a highly confidential nature on a regular basis, requiring initiative and judgment to make independent decisions.
• Maintains calendar for the General Manager, regularly arranging for meetings, conferences, and appointments.

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 supervisor based upon the particular requirements of the company.

• Preparation of special reports or projects, as requested.
• Attend all required meetings.
• Knowledge of and compliance with all Emergency procedures. Reports unsafe conditions as appropriate.
• Maintain a professional and friendly relationship with other departments, associates and guests.
• Maintains work area in a neat and orderly fashion.
• Other duties as assigned by Vice President and Managing Director.

PHYSICAL REQUIREMENTS:

Frequency Key: Never - 0 hours; Rare - up to 1 hour; Occasional - 1-3 hours; Frequent - 3-6 Hours; Constant - 6-8 hours

Physical Activity Frequency

Sitting Constant

Walking Frequent

Climbing stairs Rare

Standing Frequent

Crouching/Bending/Stooping Occasional

Reaching Frequent

Grasping Frequent

Pushing/Pulling Rare

Near Vision Constant

Far Vision Constant

Hearing Constant

Talking Constant

Smell Never

Taste Never

Lifting/carrying (#50 lbs) Occasional

OTHER DUTIES:

Assimilate into Trump National Doral - Miami standards through understanding, supporting and participating in all elements of the Trump Cornerstones. Demonstrate working knowledge of the service standards.

SAFETY REQUIREMENTS:

OSHA laws require the use of the following Personal Protective Equipment (PPE) when performing work duties that have the potential of risk to your health or safety:

• None

SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY:

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.

• Ability to communicate orally and verbally in English with staff and outside entities.
• Prepare official correspondence on behalf of management for both external and internal communications verbally and in writing.
• Ability to sit for extended periods of time and continuously perform the essential job functions.
• Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact and diplomacy.
• Ability to type 60 wpm.
• Ability to effectively transcribe information from handwritten memos and recordings.

QUALIFICATION STANDARDS

EDUCATION

High School graduate or equivalent preferred. Additional training and education is highly desirable.

EXPERIENCE

Requires 5 years administrative support experience.

Experience with MS Office applications required.

Previous Hospitality experience required.

Previous work experience should include working in a high-volume environment.

Knowledge and experience with Delphi and Opera preferred.

Excellent written and verbal communication skills.

LICENSES OR CERTIFICATES

None required.

QUALIFICATION STANDARDS:

Grooming:

All associates must maintain a neat, clean and well groomed appearance (specific standards available).

Other:

Additional language ability preferred.