Operations Administrative Assistant

About the role

The Operations Administrative Assistant provides daily administrative and clerical support to the hotel's operational departments, including Banquets, Event Setup & Services, Housekeeping, Stewarding, Restaurants, and Front Office. This position plays an important role in supporting the day-to-day operation by preparing and distributing operational materials, maintaining accurate documentation, organizing department information, and assisting leaders and colleagues with administrative needs. The ideal candidate is highly organized, detail-oriented, comfortable working with computers, and able to manage multiple daily priorities in a fast-paced hotel environment.

Responsibilities

• Provide administrative and clerical support to the hotel's operational departments.
• Prepare, print, organize, and distribute daily and weekly operational paperwork.
• Prepare and print food and beverage labels, signage, menus, and other materials needed for daily operations and events.
• Prepare detailed work packets for Event Setup & Services teams based on upcoming event requirements.
• Prepare and maintain Housekeeping boards, room assignments, reports, and other daily departmental materials.
• Print and organize Banquet Event Orders (BEOs), function information, event diagrams, and supporting event documentation.
• Assist Banquets, Stewarding, Restaurants, Front Office, Housekeeping, and Event Setup & Services with daily administrative needs.
• Maintain department files, forms, logs, binders, shared folders, and other operational records.
• Assist with data entry and ensure information is complete and accurate.
• Create and update basic Word documents, Excel spreadsheets, email communications, signs, labels, and other operational materials.
• Monitor and respond to Microsoft Outlook email and appropriately communicate information to department leaders.
• Assist with copying, scanning, filing, printing, laminating, and assembling operational materials.
• Maintain office supplies, printed forms, labels, and other resources needed by the operational departments.
• Help ensure information and materials are prepared accurately and available to teams by established deadlines.
• Communicate with operational leaders to identify upcoming needs and prioritize daily workload.
• Support special projects and additional administrative needs across the Operations division as needed.

What success looks like in this role

A successful Operations Administrative Assistant is organized, proactive, accurate, and dependable. They understand that the details behind the scenes directly impact the success of the operation and take pride in ensuring our teams have the correct information, paperwork, and resources they need to execute each day successfully. This role is an important connection point across our operational departments and helps create consistency, organization, and efficiency throughout the hotel.

Qualifications

• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and changing priorities in a fast-paced environment.
• Proficiency with Microsoft Outlook, Word, and basic Excel functions.
• Comfortable learning hotel systems, printers, label-making programs, and other technology.
• Strong written and verbal communication skills.
• Ability to accurately follow detailed instructions and identify discrepancies.
• Dependable and able to complete time-sensitive work with limited supervision.
• Previous administrative, hospitality, hotel, restaurant, banquet, or operations experience preferred.
• Ability to work collaboratively with multiple departments and levels of leadership.
• Flexible schedule based on the operational needs of the hotel.

Pay

The hourly rate for this position is $22.50 /hr.

Schedule

The position is primarily scheduled during daytime hours but requires flexibility to work evenings, weekends, holidays, and other days as needed. Schedules may vary based on business volume and operational requirements.

Benefits

• Medical/Dental/Vision Insurance after 30 days
• Free basic Life Insurance after 30 days
• Free basic Short-Term Disability after 30 days
• Eligible to participate in a Flexible Spending Account after 30 days
• Vacation/Sick Days
• 7 Paid Holidays
• 1 Floating Holiday per calendar year
• Complimentary Room Nights: 12 per calendar year after 90 days
• Employee/Friends & Family Rate Room Nights
• Employee may elect to contribute 401k after 30 days
• 401k Match: 1-3% = dollar/dollar, 4-5% = $.50/dollar after 1 year
• Employee Stock Purchase Plan (ESPP): 5% discount
• Contribute to the 529 Education Savings Plan
• Educational Reimbursement: $1,000/per calendar year
• Jury Duty
• Bereavement Pay
• Complimentary Parking
• Free Light Rail/Bus Pass
• Complimentary meal in Grand Bistro
• Use of Employee Assistance Program (EAP)
• Family Bonding Time
• Financial Adoption Assistance