Service Leader - Executive Assistant

Shangri-La Group; Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading company in the hospitality industry seeks an Executive Administrative Assistant to provide high-level support to the General Manager at Shangri-La, Toronto. This role involves a range of administrative tasks designed to enhance guest and colleague experiences while upholding the hotel’s core values of integrity and service excellence.

Qualifications

• Minimum 3 years previous work experience in a similar executive administration role.
• Must have strong communication skills, with 100% fluency in English.
• Experience in a world-class hotel brand is considered an asset.

Responsibilities

• Provide advanced, professional secretarial assistance to the General Manager.
• Manage the calendar, coordinate meetings, and assist with organizing events.
• Ensure compliance with hotel policies and maintain positive communication with all departments.

Skills

Time management

Organizational skills

Customer Service Excellence

Communication

Analytical

Education

High school diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Shangri-La, Toronto

With creativity, personal commitment and an emotional sense of true hospitality, provide advanced, professional secretarial assistance and administrative support to the General Manager and work closely with the Executive Committee in the hotel to maximize the balance between Colleague, Guest and Owner satisfaction.

• Demonstrates a high level of integrity, provides a 5-Star experience to Guests and sets a positive example for Colleagues in providing true Shangri-La hospitality from the heart.
• Write, edit, and proofread correspondence, articles, presentations, speeches, web site publications and reports, and provide high attention to detail in all communication.
• Oversee the flow of information internally with other departments and organizations.
• Manage calendar, coordinate meetings and set up appointments.
• Assist with organizing events such as conferences, meetings and other special events in the hotel.
• Maintain records on behalf of the General Manager, ensuring that a filing system is established and that documents are readily available when needed.
• Track availability of Executive Team members and for those who are travelling on company business, assist with itineraries, flights, bookings and other travel needs.
• Assist with flight and hotel bookings for colleague relocations.
• Respond to general telephone inquiries in a professional manner, screening calls, handling appropriately and relaying telephone messages.
• Write announcements for new colleagues joining (who report into the General Manager) as well as create their orientation schedule.
• Order stationary items for the Executive Office.
• Attend meetings, participate, record, prepare and distribute meeting notes.
• Ensure compliance to all hotel policies, standards and core quality practices.
• Maintain positive communication with all departments in the hotel and stay well informed of hotel VIP’s activities, promotions and events.
• Assists with Food & Beverage administrative tasks.
• Assist the hotel’s Learning & Development with Medallia comments and reviews.
• Create gift certificates for donation/sponsorship purposes.
• Assist the Finance team with the daily cheque register.
• Reply to all comments on the General Manager’s behalf on social media platforms such as google, TripAdvisor, Expedia and Booking.com.
• Assist the Director of Marketing with all retail-related tasks such as keeping inventory, responding to inquiries and shipping out items.
• Undertake other ad hoc related responsibilities, as required.
  
  

The Following Is Considered Mandatory For This Position

• Detailed oriented – Highly organized, superior time management skills, exceptional attention to detail p articularly with emails and documents.
• Time management and organizational skills – Well organized, able to plan and prioritize workload, multitask and demonstrate strong time management skills.
• Emotional maturity – Internally proud, outwardly gracious and humble, a genuine ability to demonstrate Shangri-La core values of respect, sincerity, helpfulness, courtesy and humility.
• Teamwork & Respectful workplace – Friendly and helpful demeanor that fosters a respectful environment for others, with an exceptional ability to work well with others.
• Ethical conduct and responsibility – Set a positive example and fulfills responsibilities with the highest integrity, ethics and professionalism.
• Technology proficiency – Fully competent with current Windows based programs and all office equipment.
• Customer Service Excellence – Genuine warm presence, friendly, sincere nature, strives for service excellence, internally proud, outwardly gracious and humble.
• Organizational skills – Superior office administration skills, strong organizational and multitasking skills, and ability to manage multiple projects successfully.
• Analytical – Ability to analyze and develop timelines, project resources, departmental needs, develop corrective plans, monitor and evaluate results.
• Functional knowledge – Demonstrates excellent knowledge and high competence in technical areas of Shangri-La Intranet, Opera, and Open Table systems.
• Communication – Highly developed communication skills, with excellent presentation, verbal and written communication, 100% fluency in English, ability to develop correspondence related to the position.
• Operational Excellence – A strong understanding of all aspects of Hotel Operations and Human Resources experience is considered an asset.
• Applicants must possess excellent interpersonal and organizational skills to handle high volume, short time frame demands.
  
  

Shangri-La, Toronto is compliant with its obligations under the Accessibility for Ontarians with Disabilities Act, 2005, and will provide reasonable accommodation in the application and interview process for this position upon request.

Other Requirements

• Minimum 3 years previous work experience in a similar executive administration role an asset.
• Previous Shangri-La Hotels and Resorts experience helpful.
• Previous experience within an international world-class hotel brand is an asset.
• Windows based programs such as Word, Excel, and PowerPoint are essential.
• Minimum education requirements: High school diploma.
• Must be eligible to work in Canada.