Position: Executive Assistant
Exempt
Position Reports to: VP, Human Resources
OTO Development is pleased to announce a wonderful opportunity for an
Executive Assistant.
What will you be doing most days?
- Manage executive calendars including:
- Adding appointments to schedules and notifying executive
- Changing or canceling appointments and notifying all appropriate parties
- Ensure information and materials are available for travel, meetings and conferences
- Act as liaison with other senior-level management, departments and outside organizations
- Prepare itineraries and handle all travel arrangements including flights, hotels, and transportation, on behalf of executive as needed
- Initiate, draft, and edit documents on behalf of executive
- Answer phones and route incoming calls; make outgoing calls on behalf of executives
- Handle executive's incoming and outgoing mail and mail documents, on behalf of executive
- Handle and respond to emails, as appropriate, on behalf of executive
- Perform basic industry/company research and prepare meeting materials
- Manage and organize logistics for internal and external functions including conferences, trainings, receptions, etc. Draft meeting minutes as appropriate.
- Prepare and manage Time & Expense reports on behalf of executive.
- Assist executive with office organization, filing, etc.
- Coordinate with facilities and other personnel when equipment needs to be acquired or maintained.
- Develop a good working relationship with all levels of staff and work with and occasionally serve as back up to other executive assistants to ensure consistent service to all executive
- Lead and complete other special projects (i.e. data entry, posting materials to the intranet, preparing reports, helping coordinate events, editing/reviewing/formatting documents) as assigned to aid executives and/or the Operations team within the office and/or region
What are the requirements for this position?
- You have bachelor's degree in relevant discipline preferred
- You have 5+ years of administrative support experience or 10+ years of executive assistant or office management role
- You demonstrate track record of working effectively with a senior executive in a fast-paced and service-oriented environment
- You excel in oral and written communication skills
- You have a professional, confident, enthusiastic and detail oriented
- You have the ability to coordinate and maintain follow-up on several projects simultaneously
- You have the ability to handle highly confidential information in a strictly professional manner
- You can work independently, exercise good judgment and be resourceful.
- You have advanced skills in Microsoft applications (Word, Excel, PowerPoint)
- You consistently contribute as a team player including participating in team activities and seeking out areas to assist other team members
Physical Requirements For This Position
You must be able to walk and stand for extended periods of time as the job dictates.
Travel Requirements
This position requires up to 10% travel. Travel is outside the local area and overnight.
About OTO
OTO Development (OTO) is one of the fastest growing hotel management companies in the lodging industry. As an industry leader, OTO develops, owns, and operates award-winning select-service hotels in key markets across the U.S. with brand partners: Marriott, Hilton & Hyatt. For six years, OTO has ranked on INC. 5000's list of Fastest Growing Private Companies and in 2018 was certified as a high-trust, high-performance workplace by the independent analysts at Great Place to Work Institute. We would love for you to join our team!
OTO provides competitive pay and benefit programs, including
medical insurance options, dental and vision insurance, 401k with company match, company provided life insurance, tuition assistance, paid time off, paid holiday time, travel discounts, and more.
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