Executive Administrative Assistant

IHG

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 u

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.

**Role Purpose**

Performs advanced, diversified, and confidential administrative support for Executive level Leadership. Handles a wide variety of complex and confidential situations and resolves conflicts involving the clerical and administrative function of the office. Responsible for confidential and time sensitive material. Prepares routine and advanced correspondence including daily activities, key meetings, schedule changes, and reports. Relies on experience and judgment to plan and accomplish goals. Requires an in-depth knowledge of company practice, structure and high degree of administrative skills. Report to band 2 or higher positions. (COO, CEO or President)

**Key Accountabilities**

+ Organize, prioritize and expedite flow of work through assigned executive(s) office. Initiate follow-up actions, interpret and communicate executive’s instructions to other personnel, and perform high level administrative support duties for the executive as needed.

+ Act as gatekeeper for executive to determine importance of telephone calls, personal visitors, and incoming mail. Adjust schedules, meetings and activities based on the executive’s daily priorities and activities which may change frequently. Anticipate potential conflicts in priorities and solve them appropriately.

+ May provide answers to immediate issues in the executive’s absence or contact the executive remotely to alert him/her of critical work situations. Provide guidance to individuals in executive’s reporting structure regarding division policies, procedures, practices, etc. in order to resolve problems or determine appropriate course of action. May assist with developing/revising departmental procedures and policies and may make recommendations for changes to existing procedures as needed.

+ Research and compile data from a variety of sources. May analyze and summarize data to provide executive with relevant information and/or recommendations for management decision-making.

+ Perform special projects for the executive or functional area, which may include coordinating and organizing various activities with a variety of personnel and assuming responsibility for completion, tracking, daily decisions, and follow-up. Prepare periodic or special reports and/or presentation materials as directed, gathering and summarizing narrative and/or various data and documentation from a variety of sources; use spreadsheets, graphics, etc.; compile and format various presentation materials using various software (i.e., slides, overheads, etc.). Monitor and report on the progress/status of various highly visible or sensitive projects as needed or requested.

+ Compose and type a variety of correspondence, executive briefs, etc. requiring judgment and knowledge of functional area; route or respond to correspondence and inquiries not requiring executive’s attention; respond to non-routine communications on executive’s behalf; and draft correspondence for executive’s signature.

+ Maintain executive’s appointment calendar; coordinate meeting arrangements (i.e., facilities, contact applicable parties, etc.); make extensive international and domestic travel arrangements; coordinate activities to ensure smooth flow of business operation.

+ Organize and maintain relatively complex administrative and departmental records; ensure the development and maintenance of filing systems; and follow up on pending matters. Complete expense reports for review and signature, which require knowledge of current international currency rates. Coordinate proper coding of invoices, may maintain tracking systems to keep executive informed of charges/discrepancies.

+ May supervise other secretaries and clerical staff, to include hiring and completion of performance appraisal process.

+ May assist with monitoring and reporting variances to departmental and/or project budgets to executive. Investigate budget discrepancies and bring attention to appropriate management to affect resolution.

+ Monitor and report on the progress/status of various highly visible or sensitive projects as needed or requested.

+ May assist with developing/revising departmental procedures and policies and making recommendations for changes to existing procedures as needed.

+ Perform other support duties as assigned to facilitate the smooth operation of the assigned functional area.

**Key Skills & Experiences**

Education –

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

Experience –

Typically 6-10 years secretarial experience and 5+ years supporting Senior Management or equivalent work-related experience

Technical Skills and Knowledge –

+ Demonstrated excellent PC skills including software packages (e.g., Microsoft Word, Excel, and PowerPoint, 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. Must be able to communicate professionally with senior managers and possess strong relationship management and customer service skills.

+ Demonstrated thorough knowledge and understanding of the Company’s operational procedures in assigned functional area.

+ Demonstrated excellent organizational and time-management skills with ability to prioritize own work.

+ Demonstrated ability to maintain confidentiality of information.

+ 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 math skills for the purpose of maintaining budgets, reconciling invoices, or checking figures for accuracy.

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

+ Some college preferred.

Requirements

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.

**Role Purpose**

Performs advanced, diversified, and confidential administrative support for Executive level Leadership. Handles a wide variety of complex and confidential situations and resolves conflicts involving the clerical and administrative function of the office. Responsible for confidential and time sensitive material. Prepares routine and advanced correspondence including daily activities, key meetings, schedule changes, and reports. Relies on experience and judgment to plan and accomplish goals. Requires an in-depth knowledge of company practice, structure and high degree of administrative skills. Report to band 2 or higher positions. (COO, CEO or President)

**Key Accountabilities**

+ Organize, prioritize and expedite flow of work through assigned executive(s) office. Initiate follow-up actions, interpret and communicate executive’s instructions to other personnel, and perform high level administrative support duties for the executive as needed.

+ Act as gatekeeper for executive to determine importance of telephone calls, personal visitors, and incoming mail. Adjust schedules, meetings and activities based on the executive’s daily priorities and activities which may change frequently. Anticipate potential conflicts in priorities and solve them appropriately.

+ May provide answers to immediate issues in the executive’s absence or contact the executive remotely to alert him/her of critical work situations. Provide guidance to individuals in executive’s reporting structure regarding division policies, procedures, practices, etc. in order to resolve problems or determine appropriate course of action. May assist with developing/revising departmental procedures and policies and may make recommendations for changes to existing procedures as needed.

+ Research and compile data from a variety of sources. May analyze and summarize data to provide executive with relevant information and/or recommendations for management decision-making.

+ Perform special projects for the executive or functional area, which may include coordinating and organizing various activities with a variety of personnel and assuming responsibility for completion, tracking, daily decisions, and follow-up. Prepare periodic or special reports and/or presentation materials as directed, gathering and summarizing narrative and/or various data and documentation from a variety of sources; use spreadsheets, graphics, etc.; compile and format various presentation materials using various software (i.e., slides, overheads, etc.). Monitor and report on the progress/status of various highly visible or sensitive projects as needed or requested.

+ Compose and type a variety of correspondence, executive briefs, etc. requiring judgment and knowledge of functional area; route or respond to correspondence and inquiries not requiring executive’s attention; respond to non-routine communications on executive’s behalf; and draft correspondence for executive’s signature.

+ Maintain executive’s appointment calendar; coordinate meeting arrangements (i.e., facilities, contact applicable parties, etc.); make extensive international and domestic travel arrangements; coordinate activities to ensure smooth flow of business operation.

+ Organize and maintain relatively complex administrative and departmental records; ensure the development and maintenance of filing systems; and follow up on pending matters. Complete expense reports for review and signature, which require knowledge of current international currency rates. Coordinate proper coding of invoices, may maintain tracking systems to keep executive informed of charges/discrepancies.

+ May supervise other secretaries and clerical staff, to include hiring and completion of performance appraisal process.

+ May assist with monitoring and reporting variances to departmental and/or project budgets to executive. Investigate budget discrepancies and bring attention to appropriate management to affect resolution.

+ Monitor and report on the progress/status of various highly visible or sensitive projects as needed or requested.

+ May assist with developing/revising departmental procedures and policies and making recommendations for changes to existing procedures as needed.

+ Perform other support duties as assigned to facilitate the smooth operation of the assigned functional area.

**Key Skills & Experiences**

Education –

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

Experience –

Typically 6-10 years secretarial experience and 5+ years supporting Senior Management or equivalent work-related experience

Technical Skills and Knowledge –

+ Demonstrated excellent PC skills including software packages (e.g., Microsoft Word, Excel, and PowerPoint, 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. Must be able to communicate professionally with senior managers and possess strong relationship management and customer service skills.

+ Demonstrated thorough knowledge and understanding of the Company’s operational procedures in assigned functional area.

+ Demonstrated excellent organizational and time-management skills with ability to prioritize own work.

+ Demonstrated ability to maintain confidentiality of information.

+ 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 math skills for the purpose of maintaining budgets, reconciling invoices, or checking figures for accuracy.

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

+ Some college preferred.

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