Executive Assistant Job at Opal Hotels Group
Executive Assistant
Department: Corporate Office
Reports to: Corporate Management team
What’s the job?
In this position you’ll lead the recruitment and culture activities of Opal Hotels, and you will assist the Corporate Controller in some basic accounting functions. You will be responsible for promoting the Opal culture across the portfolio and supporting managers in their recruitment of new team members. You will help to build awareness of Opal and the hotels to team members and investors.
Your day-to-day
People + Culture
Embrace and champion a culture that people want to join, learn, do their best, and advance in accordance with the Opal Hotels Group Core Values.- Support the Director of Operations (DOO) in optimizing and maximizing the Opal associate experience.
- Develop and ensure that uniform and consistent Opal Job Descriptions for all job titles are readily available and appropriately utilized.
- Administer the Associate Satisfaction Index (ASI) measurement and improvement programs.
- Promote the monthly Associate Recognition program.
- Spotlight and provide greater team member recognition.
- Roll out and inform team members of current and new benefits.
- Ensure that the Opal Employee Handbook is kept current, accurate and in compliance with local, state and national rules & regulations and labor laws.
Accounting
Review and Post Accounts Payable.- Support the Controller in writing checks, processing ACH payments and Credit Card payments.
- Credit Card reconciliation.
- Support the Controller with setting up new accounts, closing current accounts, or making vendor related changes.
- Maintain and update SOPs related to accounting.
- Resolve invoicing problems.
General
Demonstrate a high level of integrity, take ownership of personal and team actions, communicate effectively, promote collaboration, nurture a positive, professional work environment, and support development of, and adherence to, Opal’s policies, values and Standard Operating Procedures.- Assist in investor relations: marketing materials, newsletters, social media posts.
- Work to improve processes and systems to ensure maximum efficiencies.
- Update Opal Standard Operating Procedures as needed.
- Provide administrative support to Opal corporate team.
Requirements
High school diploma, higher-level education preferred.- Must be a strong leader, self-motivator, and team builder.
- Must be comfortable with the use of different software.
- Must understand basic accounting principles.
Specific Responsibilities
Send a daily end of the day activity and accomplishment email to the Opal corporate team leaders.- Read daily Emails from Opal’s General Managers and corporate team and email any responses as appropriate to the related team leaders.
- Participate in and provide support to the corporate leadership team during monthly meetings of Department leaders and General Managers to review outcomes, progress, and accountability.
- Develop, administer, and support General Managers in implementation of team member recruitment efforts.
- Coordinate with General Managers on Community Outreach and Service efforts in keeping with Opal’s goals.
- Develop and launch a safety training program for all associates, ensuring that new associates in particular receiver key knowledge early in the onboarding process.
- Administer, monitor, and support the Associate Satisfaction measurement and improvement program including:
- Associate Engagement Survey
- Regular, mandatory, and anonymous completion by all Opal associates
- Tabulation and publishing of results
- Comparisons within the Opal portfolio of hotels
- Identification of critical issues for improvement
- Improvement programs and tracking
- Conduct periodic wage and benefit surveys.
- Communicate new policies, information, and directives to all employees.
- Review and update General Managers of Opal’s talent optimization assessment.
- Support General Managers in actively screening, engaging, and onboarding new team members.
- Support General Managers in administering employee performance evaluations.
- Develop and administer Opal’s employee recognition traditions (i.e., birthdays, work anniversaries, etc.)
- Notify General Managers of credit card usage and reconciliation with invoices.
- Support the Controller and General Managers with the payment of invoices or services via Credit Card.
- Setup new vendor accounts related to hotel acquisitions or existing hotel properties. Communicate with vendors regarding any discrepancies or verification of invoices.
- Post and process routine Accounts Payable matters with supervision of Corporate Controller.
Optimum Attributes
Excellent communication skills- Excellent time management and organization skills
- Creative/Outside the box thinker
- Willing to take responsibility and accountability
- Consistent and congruent
- Well-groomed and professional appearance
- Detail oriented
Benefits:
- 6 Paid Holidays per year
- Bereavement Leave
- Medical, Vision, Dental and Supplemental benefits
- 401(k) package
- Life Insurance policy benefit of $10,000
- PTO (Paid Time Off)
- Employee Friends & Family Room Rate Discount (not valid at your place of employment)
Performance Standards
Performance shall be measured by the following:
- Maintaining a low employee turnover rate
- Building and maintaining a good company culture and morale
- Administering the timely performance of ASI surveys
- Accurate and timely processing of accounting matters
The statements in this job description are intended to represent the key duties and level of work being performed. They are not intended to be ALL responsibilities or qualifications of the job.
Equal Opportunity Employer
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