IHG Administrative Assistant in Atlanta, Georgia

Administrative Assistant

Job Number R152489

Hotel Brand:

Americas - United States - Georgia - Atlanta

Description

About us

Bringing True Hospitality to the world.

We want to welcome you to a world of bringing True Hospitality to everyone. When you join us at IHG®, you become part of our global family. A welcoming culture of warmth, honesty and a passion for providing True Hospitality.

We pride ourselves on letting your personality and passions shine, recognizing the individual contribution you make and supporting your ambition to learn and create your own career path. In making a difference to our guests and owners, colleagues and communities, every day is a chance to create great and unique experiences, in your own way.

With over 370,000 colleagues in nearly 100 countries sharing our values, there’s countless opportunities at your fingertips.

We’re growing; grow with us.

Your day to day

Job Summary

Perform a variety of administrative duties for managers and/or staff of an assigned business unit or department. Coordinate special projects for the assigned manager(s) to support departmental/division business operations. Serve as a resource for the assigned department or unit, answering questions and providing general program information or follow up as needed. Maintain departmental paperwork, files, logs and reports, and assist in creating or researching pertinent information for the manager.

Essential Duties and Responsibilities

Complete and/or coordinate activities related to assigned special projects; assist in establishing project timetables, action steps and status updates; follow-up, as appropriate, to ensure timely execution to meet established deadlines.

Research and compile a variety of moderately complex data to include creating spreadsheets or databases for maintaining and reporting management information; may require some analysis of data.

Prepare a variety of departmental reports and/or presentations, gathering and summarizing information from various sources as requested; may create and format reports and presentation materials utilizing various spreadsheet graphics, and/or statistical software as needed.

Monitor and report variances to departmental budgets or track departmental spend information to help maintain operating controls.

Answer inquiries related to daily activities/programs of work area, and act as a liaison between assigned work area and internal or external contacts to convey appropriate information. Respond to and/or resolve internal/external inquiries regarding problems or complaints as needed. Maintain a consistent, high quality customer-focused orientation, including providing clear, accurate information; explaining procedures or materials or providing supplemental information; anticipating problems or questions; or referring customers to appropriate contacts within the unit, department or division.

Monitor costs of projects and ensure that invoices/bills are accurate; ensure proper coding and forwarding of invoices to accounts payable; maintain tracking and reporting systems, if appropriate.

Compose and prepare clear and concise correspondence as requested or required. Review documents, logs, reports or other work products for typographical accuracy and format.

Provide administrative support to manager or managers within assigned work area. Organize and expedite flow of work for manager; follow-up on pending matters; communicate and interpret manager's instructions; and communicate information to staff or clients in manager’s absence. Maintain manager's appointment calendar; coordinate telephone calls, incoming mail; set up and maintain filing systems, etc. May review, track data from, complete and/or monitor staff itineraries, calendars, expense reports, or other functional reports as needed.

Perform other administrative support duties as assigned to facilitate the smooth operation of the assigned work area. Prepare reports, charts, presentation data, or logs as required and according to established specifications. Copy, route and file appropriate documents in an accurate and timely manner. Identify and assist in planning for the acquisition of supplies, equipment, facilities and services necessary to maintain an efficient operation.

What we need from you

Education

High School Diploma or equivalent combination of education and work-related experience.

Experience

Typically 2-5 years administrative/secretarial or related experience.

Technical Skills and Knowledge

Demonstrated strong PC skills including proficiency in a variety of software packages (i.e. Lotus, Excel, WP, Microsoft Word, PowerPoint, Outlook, e-mail, etc.).

Demonstrated effective oral and written communication skills for the purpose of conveying information to internal and external customers, or providing information via written reports or correspondence.

Demonstrated ability to analyze basic database information for the purpose of accurately tracking or maintaining data and reporting trends or inconsistencies.

Demonstrated ability to handle multiple assignments and projects accurately and with attention to detail. Demonstrated follow-through and ability to complete multiple ongoing projects on time and within specified budget.

Demonstrated organizational skills and attention to detail in order to maintain accuracy of reporting data.

Demonstrated problem-solving skills for the purpose of maintaining the daily flow of office work, answering questions, and resolving issues.

Demonstrated math skills for the purpose of checking figures for accuracy.

Demonstrated ability to type at least 60 words per minute.

Decision making responsibilities

This position determines the administrative flow of work for the manager and/or department, prioritizing workload to meet deadlines and organizing the flow of paperwork, reports, maintenance of data, etc. in and out of the office.

This position acts as primary contact in the manager’s absence, making determinations of the importance of various issues and alerting the manager of any emergencies or high-priority issues.

This position frequently performs office-related projects or tasks to completion with minimal instruction or guidance.

Key Relationships

All organizational levels including Board members and the Company’s personnel: to coordinate projects/information; exchange and obtain information; expedite flow of information.

External Management at other companies; Vendors; Outside contractors, etc.: to obtain and provide information.

What we offer

We’ll reward all your hard work with a great salary and benefits – including great room discount and superb training.

Join us and you’ll become part of the global IHG family – and like all families, all our individual team members share some winning characteristics. As a team, we work better together – we trust and support each other, we do the right thing and we welcome different perspectives. You need to show us you care, that you notice the little things that make a difference to guests as well as always looking for ways to improve - click here to find out more about us.

IHG is an equal opportunity employer. Minorities/Females/Disabled/Veterans