Executive Assistant to Gm

**Company Description**
Collegio alla Querce, Auberge Resorts Collection a former cultural institution and much-beloved boarding school is undergoing an extensive transformation to awaken the property’s storied and romantic history, dating back to the 16th century. Auberge’s third European destination, Collegio is a delight for design lovers and gourmands alike. Three adjacent original buildings feature 83 rooms, an original chapel and theater, a library, two restaurants and a bar which was once the school’s principal’s office. Surrounded by old growth cyprus and soaring oak trees, the resort’s grounds boast expansive lawns, five levels of terraced Baroque gardens, a pool and garden bar and restaurant. Come here for relaxation or adventure - and leave utterly enchanted.

As a super detailed and organized individual, the Executive Assistant is responsible for providing first-level support, assisting in daily office needs, and managing the property’s general administrative activities.
- Provide comprehensive administrative support to the General Manager, including calendar management, scheduling meetings, and coordinating appointments.
- Prepare and organize documents, reports, presentations, and other materials for meetings, events, and communications.
- Act as a liaison between the GM and other departments, staff, guests, and external partners.
- Schedule and organize internal and external meetings, ensuring all necessary materials are prepared and meeting spaces are reserved.
- Attend meetings as needed, taking notes and following up on action items and next steps.
- Prepare agendas, meeting minutes, and distribute them to all relevant parties.
- Assist with the planning, coordination, and execution of various projects, including special events, promotions, and operational improvements.
- Track deadlines and milestones for ongoing projects, ensuring timely completion and providing updates to the GM.
- Support GM in managing daily tasks and activities, including travel arrangements, correspondence, and special assignments.
- Act as a point of contact for VIP guests, high-profile visitors, and important stakeholders.
- Handle sensitive and confidential information related to guest needs and issues.
- Ensure a high level of professionalism when interacting with guests and clients, delivering exceptional customer service in line with the hotel’s standards.
- Help manage and coordinate the GM’s involvement in hotel operations, ensuring communication between departments is seamless.
- Support GM in overseeing hotel activities, ensuring alignment with company goals, and assisting with follow-up on operational matters.
- Assist in gathering and analyzing key performance indicators (KPIs) to support decision-making processes.
- Maintain organized records of meetings, communications, and administrative tasks.
- Prepare and submit various reports, ensuring they are completed accurately and on time.
- Track and monitor the GM’s calendar and tasks, ensuring all deadlines are met.
- Handle sensitive and confidential matters with discretion and professionalism.
- Ensure all information related to hotel operations, business strategy, and staff issues is kept private.
- Ensure smooth operation of the GM’s office, including managing office supplies, maintaining files, and ensuring the office is organized.
- Coordinate with other departments to ensure efficient office and hotel operations.

**Qualifications**
- Minimum of 3-5 years of experience as an Executive Assistant, Administrative Assistant, or in a similar support role, preferably within the hospitality industry.
- Strong understanding of hotel operations and industry-specific processes is a plus.
- Experience in managing high-level, executive-level administrative tasks and confidential information.
- Excellent organizational and multitasking skills, with the ability to prioritize and manage time effectively.
- Exceptional verbal and written communication skills
- Attention to detail, problem-solving abilities, and ability to work independently
- Strong interpersonal skills and the ability to interact professionally with executives, team members, and guests.
- Discreet, trustworthy, and capable of maintaining confidentiality.
- Proactive, resourceful, and able to anticipate the needs of the GM.
- Able to thrive in a fast-paced environment

**Additional Information