Administrative Assistant

Arlington Hotel; Hot Springs (AR); On-site; USD 36,000 - 48,000; Full time

Job summary

Arlington Resort Hotel and Spa in Hot Springs, AR seeks an Administrative Assistant to support the General Manager and hotel leadership, coordinating communications, scheduling, and confidential information handling.

You will work across departments to assist with guest concerns, liability claims documentation, event coordination for the New Year’s Festival, and general operational support to ensure smooth property operations.

Qualifications

• High school diploma or equivalent; college degree preferred.
• Experience in administrative, hospitality, hotel, or customer service.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Ability to handle confidential information with discretion.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint).

Responsibilities

• Provide daily administrative support to the General Manager and hotel leadership team.
• Prepare correspondence, reports, spreadsheets, presentations, forms, and other administrative documents.
• Maintain organized filing systems and schedules for meetings and leadership activities.
• Assist with guest relations, complaints, and service recovery efforts.
• Support liability claims documentation and coordination with insurance representatives.
• Assist with New Year’s Festival and Gala planning and administrative coordination.
• Coordinate internal communications and track deadlines and special projects for hotel operations.

Skills

Communication

Organization

Time management

Detail orientation

Discretion

Customer service

Problem solving

Teamwork

Education

High school diploma

College degree or coursework preferred

Tools

Microsoft Office

Word

Excel

Outlook

PowerPoint

Job description

# Administrative AssistantHot JobArlington Resort Hotel and Spa - Hot Springs, AR 71901## DescriptionThe Administrative Assistant provides professional administrative and operational support to the General Manager and hotel leadership team. This position serves as an important liaison between hotel departments, guests, vendors, insurance representatives, and management while helping ensure the smooth and efficient operation of the property.The Administrative Assistant must demonstrate exceptional organization, professionalism, discretion, attention to detail, and customer service skills. This position will handle confidential information, assist with special events and hotel projects, coordinate administrative functions, and respond effectively to guest concerns and operational issues.## Essential Duties and Responsibilities### Administrative Support* Provide daily administrative support to the General Manager and hotel leadership team.* Prepare correspondence, reports, spreadsheets, presentations, forms, and other administrative documents.* Maintain organized electronic and physical filing systems.* Schedule meetings, appointments, and leadership activities as needed.* Assist with preparation of meeting agendas, notes, and follow-up documentation.* Maintain confidential personnel, financial, guest, insurance, and business information.* Assist with departmental communications and distribution of important hotel information.* Track deadlines, follow-up items, and special projects assigned by hotel leadership.* Order and maintain office supplies and administrative materials.* Assist with invoices, documentation, expense reports, and other administrative records.### Guest Relations & Problem Resolution* Respond professionally and promptly to guest complaints, concerns, and service issues.* Investigate guest concerns by communicating with the appropriate department or manager.* Work with hotel leadership to resolve guest issues and identify appropriate solutions.* Follow up with guests when necessary to ensure concerns have been addressed.* Document significant guest complaints, service recovery efforts, and resolutions.* Escalate serious or recurring concerns to the appropriate member of management.* Maintain a professional, courteous, and service-focused approach when dealing with challenging situations.* Help identify recurring guest concerns and communicate trends to management for corrective action.### General Liability Claims* Assist hotel leadership with the documentation and filing of **General Liability claims** with the hotel's insurance company.* Gather and organize incident reports, witness statements, photographs, medical documentation, guest information, and other supporting materials as appropriate.* Submit required claim documentation to the insurance carrier in a timely manner.* Maintain organized records of open and closed liability claims.* Communicate with insurance representatives regarding claim status and requested documentation.* Follow up on outstanding information and documentation needed to process claims.* Maintain confidentiality of guest, employee, medical, and insurance-related information.* Notify appropriate hotel leadership of significant incidents and claim developments.### New Year's Festival & Gala* Assist hotel leadership with planning and administrative coordination for the hotel's **New Year's Festival and Gala**.* Coordinate schedules, correspondence, forms, guest information, and event-related documentation.* Assist with communication between hotel departments, vendors, event partners, and management.* Help coordinate event timelines, meetings, supplies, and administrative details.* Assist with guest inquiries and special requests related to the event.* Provide administrative and operational support during the Festival and Gala.* Assist with post-event documentation, follow-up, and reconciliation of outstanding items.### Hotel Operations Support* Work closely with department managers and supervisors to facilitate communication and follow-up on operational matters.* Assist management with special projects and property-wide initiatives.* Prepare and distribute internal communications as directed by hotel leadership.* Assist with coordinating meetings, training sessions, employee events, and hotel functions.* Maintain calendars and track important hotel deadlines and events.* Assist with special assignments involving hotel operations, guest relations, compliance, and administrative projects.* Serve as a professional representative of the hotel when communicating with guests, vendors, business partners, and community contacts.#### Qualifications## Qualifications* High school diploma or equivalent required; college degree or relevant coursework preferred.* Previous administrative, hospitality, hotel, or customer service experience preferred.* Strong written and verbal communication skills.* Excellent organizational and time-management abilities.* Strong attention to detail and accuracy.* Ability to prioritize multiple tasks and meet deadlines.* Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.* Ability to handle confidential and sensitive information with discretion.* Strong problem-solving and customer service skills.* Ability to communicate effectively with individuals at all levels of the organization.* Previous experience with insurance claims or incident documentation is a plus.* Previous hotel or event-planning experience is preferred.## Core Competencies* **Professionalism*** **Exceptional Guest Service*** **Organization & Attention to Detail*** **Communication*** **Problem Solving*** **Confidentiality & Discretion*** **Follow-Through & Accountability*** **Teamwork & Collaboration*** **Time Management*** **Adaptability**## Physical Requirements* Ability to sit, stand, and walk for extended periods as required.* Ability to communicate effectively in person and by telephone.* Ability to operate standard office equipment and computer systems.* Ability to occasionally lift and move office supplies, files, and event materials weighing up to approximately 25 pounds.## Work EnvironmentThis position operates in a professional hotel environment and may involve interaction with guests, employees, vendors, insurance representatives, and community partners. The Administrative Assistant may occasionally be required to work outside normal business hours, including evenings, weekends, holidays, and special events, particularly in support of the New Year's Festival and Gala.**This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required.**