Job Description

JOB TITLE:

Executive Assistant to Managing Director

DIVISION:

Executive Office

REPORTS TO:

Managing Director



ABOUT ROSEWOOD HOTEL GEORGIA



Rosewood Hotel Georgia combines the grandeur of the Roaring Twenties with contemporary design in the heart of Vancouver. First opened in 1927, the legendary award-winning hotel has been meticulously restored to its place as one of the most prominent hotels worldwide. Providing a flawless combination of legacy with luxury, Rosewood Hotel Georgia features 156 guestrooms and suites, award-winning dining, and Sense, a Rosewood Spa - the only 2 Key Michelin rated Hotel in Vancouver Canada, and the only city Hotel. For generations, guests have indulged in Hotel Georgia's charming ambience, remarkable service and landmark location.



THE IMPACT OF THIS ROLE



Working in the fast-paced, dynamic environment of Rosewood Hotel Georgia Executive Office, the Executive Assistant provides a wide range of administrative support to the Managing Director.



KEY RESPONSIBILITIES

Provide administrative and organizational support to the Managing Director in coordinating and scheduling meetings and appointments. Provide the first point of contact for the Managing Director and/or the Executive Committee, receive, route and re-direct calls/mail/emails/correspondence as required. Follow-up on action items; prioritize, respond to and/or redirect enquiries and materials as required. Adhere to Rosewood standards and SOPs. Exercise critical thinking, sound judgement and discretion. Handle sensitive and confidential information. Communicate effectively with internal departments and external stakeholders, including verbal and written communication. Draft, produce and format correspondence, reports and presentations. Schedule meetings, webinars, and conference calls. Arrange for technical requirements, and other set up as needed. Support Managing Director in organizing, creating and distributing meeting invitations, agenda and minutes and materials. Maintain accuracy of all relevant lists, including contacts, distribution, and other material such as organizational charts and Rosewood global calendar. Provide support to other members of the leadership team if and when required. Assist management on Press Releases, forwarding and responding to requests as appropriate. Create and maintain filing systems. Archive files and maintain up-to-date records of archived material. Arrange for retrieval from storage, as necessary. Coordinate and process purchase orders, office supplies, expense claims, travel requests, invoices, etc.. Coordinate business related travel. Prepare itineraries, secure airline reservations, hotel, etc. Provide assistance in special projects as required, including conference and event planning. Organize team and special events as required. Other duties as required.

CRITICAL SKILLS & QUALIFICATIONS



Minimum three years of senior administrative experience in a similar role. Bachelor's Degree or an equivalent combination and progressive work-related experience. Advance and polished communication skills both verbal and written professional communications. Professional presentation at all time. Proven organizational and prioritization skills, with ability to multi-task yet maintaining attention to details. Ability to work independently on multiple deadlines under pressure.

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Must be legally eligible to work in Canada. The hotel is unable to assist candidates in obtaining Canadian work authorization.



Others



* While this job description is intended to be an accurate reflection of the duties involved in this position, the company reserves the right to add, remove or alter duties when business need dictates.