Biltmore Hiring for Inn Hotel Administrative Assistant at Asheville, NC Full Time

The Hotel Administrative Assistant for The Inn on Biltmore Estate plays a crucial role in supporting the Vice President & Leadership Team ensuring the smooth operation of executive activities. This position requires a high level of professionalism, discretion, and the ability to handle sensitive information. The ideal candidate will be proactive, highly organized, and possess exceptional communication skills, contributing to the overall guest experience and operational excellence of the hotel.

The incumbent will have primary responsibility for general administrative work that directly supports the hotel including employees and guests. Duties will include, but are not limited to; producing and distributing reports; handling written and verbal correspondence and other documents; logistics; managing calendars, auditing pay codes for accuracy, and other projects as assigned. Additional responsibilities may include working with VIP guests and vendors; coordination with HR on information / communication support; and general assistance to the department and company as needed/required.

Full Time: a position working 32+ hours per week

Essential Job Duties

• Executive Support: Assist Vice President & Leadership Team with administrative support to include but not limited to; meeting minutes, guest letters, phone coverage, coordination of meetings and appointments. Prepare and edit correspondence communications, presentations, and other documents. Handle confidential and non-routine information with discretion.
• Administrative Duties: Oversee the organization and execution of administrative processes, ensuring efficiency and accuracy. Coordinate and support departmental meetings, including preparing agendas, taking minutes, and following up on action items. Maintain office supplies inventory and place orders as needed. Provide resources to employee questions regarding policies, procedures, and resources. Serve as a Workday & Kronos superuser to assist employees and leaders in all aspects of software application.
• Guest Relations: Serve as a point of contact for guests and clients, addressing inquiries and concerns with professionalism and poise in adhering to Forbes 4-Star standards. Providing warm welcome to all visitors, offering beverage and assisting with needs. Assist in the preparation of VIP guest welcome letters, room reservations, gift certificates, special arrangements, and VIP amenities.
• Communication: Act as a liaison between Leadership Team and hotel staff, ensuring clear and effective communication. Updating back of house hotel communication boards, employee monthly communication; including but not limited to monthly and quarterly nominations, birthday/anniversary announcements, and upcoming hotel events and activities. Draft and distribute internal communications, announcements and memos as directed by the Vice President & Leadership Team.
• Financial Administration: Assist with budget preparation and expense tracking, ensuring financial documents are accurate and up-to-date. Process invoices, reimbursements, and other financial transactions in accordance with hotel policy.
• Project Management: Support VP & LT in special projects, including research, planning, and implementation. Track project milestones and deliverables, ensuring timely completion and reporting.
• Office Management: Ensure administrative office is clean, well-organized, presentable, and equipped with necessary office supplies and materials. Including but not limited to; letterhead, envelopes, note cards, menus, and brochures. Coordinate maintenance and repair of office equipment as needed.
• Certified Notary Public for guest and Biltmore.

This position is authorized to spend up to $2500 without prior approval, for department supplies or other items as requested. Good judgment and discretion in purchases is required.

The Biltmore Company considers a consistently positive, cooperative, self-motivated, courteous and professional attitude to be an essential function of every position. Employees must be able to relate to other people beyond giving and receiving of instructions: (a) can get along with co-workers or peers without exhibiting behavioral extremes and (b) respond appropriately to criticism from a supervisor.

Qualifications

• Minimum of 4-5 years of experience in an administrative role, preferably within the luxury hospitality industry, sales, or other similar guest service environment. An equivalent combination of education and experience may be considered. The ideal candidate will have had prior experience working in a similar position in a luxury or upscale hotel/resort/attraction environment. Experience supporting senior executives is highly desirable.
• Excellent organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle sensitive information with integrity and confidentiality.
• High level of attention to detail and accuracy.
• Strong problem-solving skills and a proactive approach.
• Professional demeanor and exceptional interpersonal skills.
• Ability to work independently and as part of a team. with flexibility to adapt to changing priorities and deadlines.

Physical Requirements

• The associate will work in an office environment
• The associate will be required to lift up to 35 pounds regularly and up to 45 pounds occasionally
• The associate will remain sitting for 75% of the shift 25% of shift will be walking hotel and engaging with team members.
• The associate will utilize office machinery/equipment throughout shift