Georgia Employer EXECUTIVE ASSISTANT in Atlanta, Georgia
Job Description To ensure all paperwork, projects are processed and completed on a timely basis in the order of established priorities.Responsibilities * Manage and report on design projects through UI Apps* Process Project Expenditure Applications (PEAs) for all hotels* Log Purchase Orders for new builds and major renovation in Control Book and spreadsheet, coordinating with purchasing agents to ensure everything is signed in a timely manner.* Communicate with Directors of Engineering at different Omni locations on projects* Utilize Oracle to verify if payments have been processed for projects* Gather analytical information from Medallia for upcoming trips for VP Design* Manage calendars by scheduling internal and external meetings, conferences, and all vendor presentations* Schedule all outside vendor presentations on Tuesdays and Thursdays at 2pm along with other presentation as necessary as vendors are in town.* Prioritize incoming mail and aid with shipping outgoing departmental mail and couriered items* Manage monthly Purchasing Card deliverables* Coordinate travel arrangements and prepare expense reports within Concur* Assist Accounts Payable with monthly reconciliation of American Express Ledger for air travel* Manage office supplies ordering and budget* Update design specification books on all projects that are designed by outside design consultants* Input Synergy requests for various items throughout the building* Excellent verbal and written communication skills. Candidate will communicate directly with internal and external stakeholders on multiple projects* Excellent organizational skills* Assist with Air/Hotel/Car/Train travel arrangements* Assist with recurring meetings, including, but not limited to, room and AV set up, agenda compilation, minute taking, etc.* Strong interpersonal skills for communication and collaboration between departments* Assist with Executive's expense report assembly routing and tracking* Assist with assembly of PowerPoints and presentation materials* Liaise with internal departments and hotel properties* Assembly and review of monthly Board book materials* Maintenance of Executive trace files for follow up* Daily / Weekly / Monthly communication with hotel executives and executive assistants* Handle internal and external donation requests* Compose memos and agendas* Schedule, coordinate, and facilitate technology for webinars, and conference calls* Update contact lists and email distribution lists for corporate and hotel/resort information* Assist on extremely confidential documents such as performance reviews, bonus incentive payouts, and similar* Handle special projects as assignedQualifications * Bachelor's degree preferred* Must be extremely proficient in Excel, Word, PowerPoint and Outlook* Ability to work extended hours when needed* Ability to work independently with minimal supervision* Ability to maintain strict confidentiality* Must be highly organized and have the ability to multi- task and shift priorities as needed* A high degree of professionalism is required* Excellent written and verbal communications skills* Ability to handle multiple priorities*Flexibility and capability to take on special assignments/projects as directed by supervisorALL INTERESTED APPLICANTS MUST ALSO APPLY ONLINE AT WWW.OMNIHOTELS.COM. WE WILL BE HOSTING A JOB FAIR ALONG WITH THE GEORGIA DEPARTMENT OF LABOR OCTOBER 18TH- OCTOBER 20TH FROM 8 A.M.- 5 P.M. THE EVENT WILL BE LOCATED AT TEH INFINITI CLUB 755 BATTERY AVE., ATLANTA, GA 30339. PARKING AVAILABLE AT TEH DELTA PARKING GARAGE@ 75 CIRCLE PKWY,. ATLATNA, GA 30339. APPLICANTS ARE ENCOURAGED TO APPLY ON ONLINE PRIOR TO THE EVENT SO THAT THE PROCESS CAN BE MUCH SMOOTHER DURING THE DAYS OF THE 18-20.