POSITION PURPOSE
Provide comprehensive administrative and operational support to the Vice President of Hotel Operations and Regional Leadership Team across four Utah hotel properties. This position is responsible for coordinating executive calendars, meetings, travel, reports, communications, and special projects while serving as a liaison between regional leadership and hotel teams. Responsibilities also include supporting human resources, finance, and operational initiatives, maintaining confidential information, and ensuring the efficient execution of administrative functions. This role requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced hospitality environment.
ESSENTIAL RESPONSIBILITIES
Executive & Regional Administrative Support
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Support regional leadership across four Utah properties by providing administrative and operational support to the Vice President of Hotel Operations and Regional Leadership Team.
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Coordinate calendars, meetings, travel arrangements, and logistics for regional leaders.
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Prepare executive reports, presentations, meeting agendas, and supporting documentation.
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Coordinate regional leadership meetings, conference calls, and special events.
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Track projects, action items, and follow-up tasks on behalf of the Vice President of Hotel Operations.
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Coordinate communication between regional leaders and hotel leadership teams.
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Maintain organizational charts, standard operating procedures (SOPs), leadership directories, and other corporate documents.
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Maintain confidential HR, operational, financial, and business information with the highest level of discretion.
Human Resources & Administrative Support
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Maintain employee personnel files and time and attendance records.
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Assist with recruiting, onboarding, orientation, and new hire paperwork.
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Track employee reviews, anniversaries, birthdays, introductory periods, and other employment milestones.
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Track employee incentive programs, social media recognition, and guest satisfaction (GSS) recognition.
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Assist with regional HR projects and other special assignments.
Operational & Financial Support
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Assist with vendor invoices, purchasing requests, and administrative processing.
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Assist with regional budgeting, reporting, and operational documentation.
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Generate reports and maintain various tracking logs as requested.
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Develop and maintain filing systems and administrative records.
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Support special projects and operational initiatives across all regional properties.
Communication & Customer Service
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Answer incoming calls and respond to inquiries promptly and professionally.
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Develop and maintain strong working relationships with all departments to ensure effective communication and coordination.
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Provide exceptional customer service to guests, clients, vendors, and employees.
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Maintain a professional, positive, and service-oriented work environment
Other Duties
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Perform additional duties and special projects as assigned by the Vice President of Hotel Operations or Regional Leadership Team.
SUPPORTIVE FUNCTIONS
In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:
Assist with any guest inquiry.
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Follow all company and safety and security policies and procedures.
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Report maintenance problems, safety hazards, accidents, or injuries.
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Perform other reasonable job duties as requested by direct and indirect supervisors.
PHYSICAL DEMANDS
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Environmental conditions are inside, a job is considered “inside” if staff spends approximately 90 percent or more of the time inside. Temperature is moderate and controlled by office environmental systems.
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Must be able to sit at a desk for up to ten (8) hours per day. Walking and standing are required the rest of the working day. Length of time of these tasks may vary from day to day and task to task.
- Must be able to exert well-paced ability to maneuver between functions occurring simultaneously.
- Must be able to lift up to 45 lbs. as needed.
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Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.
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Hearing, smelling, tasting, and visual ability to observe and distinguish product quality and detect signs of emergency situations.
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Talking and hearing occur continuously in the process of communicating with staff, supervisors, subordinates, occasionally clients and ownerships.
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Vision occurs continuously with the most common visual functions being those of near and color vision and depth perception.
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Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.
SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:
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Must be able to travel on occasion, as needed
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Must be able to speak, read, write, and understand the primary language used in the workplace.
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Requires good communication skills, verbal, written and electronic.
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Considerable knowledge of complex mathematical calculations and computer programs.
- Must have excellent leadership capability and customer relations skills.
- Must be detail oriented with outstanding organizational and communication skills.
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Must possess intermediate computer skills.
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Intermediate excel skills (VLOOKUP’s and Pivot Tables)
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Ability to analyze, foresee user needs, and makes judgments to ensure proper tools are provided at property level.
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Ability to effectively deal with internal and external customers some of whom will require high levels of patience, tact and diplomacy and collect accurate information to resolve conflicts.
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Knowledgeable about basic function of Windows OS, MS Office, PMS, PBX, Key system and POS.
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Must have valid driver license and meet the company’s insurance requirements for operation of motorized or electrical vehicles.
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Self-driven and able to work independently.
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Exceptionally strong in issue resolution and proven analytical skills with a strong attention to detail
CONFIDENTIALITY AND DATA PROTECTION
Confidential and proprietary information is secret, valuable, expensive and/or easily replicated. Common examples of confidential information are:
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Unpublished financial information
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Data of Guests/Partners/Vendors/Employees
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Guest info
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Data entrusted to our company by external parties
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Pricing/marketing and other undisclosed strategies
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Documents and processes explicitly marked as confidential
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Unpublished goals, forecasts and initiatives marked as confidential
Employees may have various levels of authorized access to confidential information.
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Lock or secure confidential information at all times
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Shred confidential documents when they are no longer needed
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Make sure they only view confidential information on secure devices
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Only disclose information to other employees when it is necessary and authorized
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Keep confidential documents, information only if necessary and destruct otherwise according to brand and company requirements.
EDUCATION
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Some College or equivalent education required.
EXPERIENCE
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Prior hospitality experience preferred.
- Prior experience in an administrative role required.
LICENSES OR CERTIFICATIONS
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Ability to provide and maintain a valid driver’s license as the position may require the operation of motorized and electric vehicles.
GROOMING
All Staff Members must maintain a neat, clean and well-groomed appearance per Azul Hospitality standards. Refer to the property specific required grooming and uniform standards policy.
ATTENDANCE
Regular attendance in conformance with the standards, which may be established by Azul Hospitality, from time to time, is essential to the successful performance of this position. Staff with irregular attendance / tardiness will be subject to disciplinary action, up to and including termination of employment. Upon employment, all staff is required to fully comply with Azul Hospitality rules and regulations for the safe and effective operation of the hotel’s facilities. Staff members who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment. Due to the cyclical nature of the hospitality industry, staff members may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings is required. This job description is not an exclusive or exhaustive list of all job functions that a staff member in this position may be asked to perform from time to time.
