Administrative Assistant

Hospitality Team Members, Inc; United States; On-site; USD 36,000 - 48,000; Full time

Job summary

Hyatt Vacation Ownership seeks an administrative assistant to provide organizational support and guest-facing service across departments. You will enter and retrieve information, prepare letters and memos, manage mail and filing systems, and maintain confidentiality of company materials.

The role emphasizes clear communication, teamwork, and adherence to policies in a fast-paced hospitality environment.

Qualifications

• High school diploma or GED required.
• At least 1 year of related work experience in hospitality or administrative roles.
• Excellent written and verbal communication, and ability to maintain confidentiality.

Responsibilities

• Provides organizational and administrative support to department(s) and its team members.
• Addresses inquiries from guests and associates via telephone and in person.
• Prepares letters, memos, and other documents using e-mail and office software.
• Maintains filing and organization systems for records, reports, and documents.
• Supports team to reach common goals with professionalism and confidentiality.

Skills

Guest Service

Communication

Interpersonal Skills

Time Management

Attention to Detail

Professionalism

Education

High school diploma/G.E.D.

Job description

POSITION SUMMARY

Provides organizational and administrative support to department(s) and its team members. Enters and retrieves work related information contained in computer databases to update records, files, reservations, etc. Addresses inquiries from guests and associates via telephone and in person. Transmits information or documents using a computer, mail, or fax machine. Prepares letters, memos, and other documents using e-mail, word processing, spreadsheet, database, or presentation software. Processes incoming and outgoing mail. Creates and maintains computer and paper-based filing and organization systems for records, reports, and documents. Compiles, copies, sorts, and files records of departmental activities and business transactions. Follows all company policies and procedures, ensures uniform and personal appearance are clean and professional, maintains confidentiality of proprietary information, and protects company assets. Welcomes and acknowledges all guests according to company standards, anticipates and address guests' service needs. Communicates with others using clear and professional language, prepares and reviews written documents accurately and completely, and answers telephones using appropriate etiquette. Develops and maintains positive working relationships with others, supports team to reach common goals, and listens and responds appropriately to the concerns of others. Complies with quality assurance expectations and standards. Reports accidents, injuries, and unsafe work conditions to manager; and completes safety training and certifications. Stands, sits, or walks for extended periods or for an entire work shift. Moves, lifts, carries, pushes, pulls, and places objects weighing less than or equal to 10 pounds without assistance. Performs other reasonable job duties as requested by Supervisors.

CRITICAL TASKS

Policies and Procedures Maintains confidentiality of proprietary materials and information. Protects the privacy and security of guests and coworkers. Follows company and department policies and procedures. Ensures uniform, nametag, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures. Performs other reasonable job duties as requested by Supervisors.

Guest Relations

Addresses guests' service needs in a professional, positive, and timely manner. Listens and responds positively to guest questions, concerns, and requests using brand or property specific processes (e.g., LEARN, PLEASED, Guest Response, LEAP, MYSTIQUE, ASGARD) to resolve issues and build trust. Welcomes and acknowledges each guest with a smile, eye contact, and a friendly verbal greeting, using the guest's name when possible. Anticipates guests' service needs, including asking questions to better understand needs and watching/listening to guest preferences and acting on them whenever possible. Thank guests with genuine appreciation and provides a fond farewell. Assists other associates to ensure proper coverage and prompt guest service.

Communication

Answers telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call. Speaks to guests and co-workers using clear, appropriate and professional language. Prepares and reviews written documents (e.g., daily logs, business letters, memorandums, reports), including proofreading and editing written information to ensure accuracy and completeness. Communicates efficiently with others to effectively exchange information.

Working with Others

Supports all co-workers and treats them with dignity and respect. Develops and maintains positive and productive working relationships with other associates and departments. Partners with and assists others to promote an environment of teamwork and achieve common goals. Handles sensitive issues with associates and/or guests with tact, respect, diplomacy, and confidentiality.

Physical Tasks

Enters and locates work-related information using computers and/or point of sale systems. Moves, lifts, carries, pushes, pulls, and places objects weighing less than or equal to 10 pounds without assistance.

Documentation/Reporting

Creates and maintains computer and paper-based filing and organization systems for records, reports, documents, etc.

Computers/Software

Transmits information or documents using a computer. Enters and retrieves information contained in computer databases and software to update records, files, reservations. Prepares letters, memos, and other documents using e-mail, word processing, spreadsheet, database, or presentation software.

Office Equipment

Transmits information or documents using mail, or fax machine. Operates standard office equipment such as telephone, voice mail, fax, photocopier, calculator, and electronic peripherals.

Safety and Security Reports

Reports work related accidents, or other injuries immediately upon occurrence to manager/supervisor. Follows company and department safety and security policies and procedures to ensure a clean, safe, and secure environment.

CRITICAL COMPETENCIES

• Analytical Skills
• Computer Skills
• Learning
• Interpersonal Skills
• Interpersonal Skills
• Teamwork
• Customer Service Orientation
• Diversity Relations
• Communications
• Telephone Etiquette Skills
• English Language Proficiency
• Communication
• Writing
• Listening
• Applied Reading
• Personal Attributes
• Integrity
• Dependability
• Positive Demeanor
• Presentation
• Initiative
• Stress Tolerance
• Adaptability/Flexibility
• Organization
• Detail Orientation
• Multi-Tasking
• Time Management
• Planning and Organizing
• General Administration
• Typing
• Computer Software
• Microsoft Office

PREFERRED QUALIFICATIONS

• Education: High school diploma/G.E.D. equivalent
• Related Work Experience: At least 1 year of related work experience
• Supervisory Experience: No supervisory experience is required

Hyatt Vacation Ownership is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. We're in the business of creating happiness. For our nearly 100,000 Owner families and our many guests, and for our talented, passionate associates. Every day, we do work that has value, and we see it reflected in the smiling faces of the people whose lives we touch. And that makes for a truly fulfilling career.

Join a growing, innovative company focused on leading the industry with genuine care - and with enthusiasm for the power of vacations to make life better.

Benefits:

• competitive pay and benefits
• career development opportunities
• rewarding relationships
• culture that promotes fun, work-life balance, respect, collaboration, and diversity.