Job Details

PRIMARY FUNCTION: Executive Administrative Assistant

DEPARTMENT: A&G

REPORTS TO: Managing Director

SUMMARY:

The Executive Administrative Assistant plays a critical role in providing high-level administrative support to the Managing Director and executive team. This position requires exceptional organizational skills, a proactive approach, and a high degree of discretion and confidentiality.

ESSENTIAL FUNCTIONS:

• Serve as the primary point of contact for internal and external communications, maintaining confidentiality and professionalism at all times.
• Manage complex calendars, including scheduling meetings, interviews, and appointments, and coordinate travel arrangements.
• Prepare, review, and manage sensitive documents, reports, and correspondence with discretion.
• Handle guest correspondence, drafting guest letters as needed, and oversee VIP amenities, notes, and face sheets.
• Monitor and reconcile credit card statements, invoices, and purchasing requests while ensuring adherence to budgetary guidelines.
• Coordinate reports from each of the hotel's departments as needed.
• Coordinate IT needs and requests.
• Answer and screen calls, manage email correspondence, and relay messages on behalf of the Managing Director.
• Take meeting minutes and distribute summaries, ensuring confidentiality where required.
• Complete expense reports.
• Provide routine information regarding events, operations, policies, and procedures for various departments.
• Maintain and archive a variety of files and records and information (e.g. SOP's, expense records, employee files, meeting minutes, legal documents, lease agreements, labor schedules, and leave records).
• Maintain and order all necessary supplies for the office, including stationery, business cards, amenities, etc.
• Manage outgoing and incoming mail and postage.
• Uphold a high level of integrity in handling sensitive information related to operations, policies, and executive decision-making.
• Perform additional administrative tasks and executive support duties as needed to enhance organizational efficiency.

QUALIFICATIONS:

• Bachelor's Degree in Business, Hospitality & Tourism Management, or other relevant field highly preferred.
• 3+ years of experience in executive-level administrative support, preferably within hospitality.
• Ability to work independently, exercising keen judgment and pro-active initiative.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite.
• Ability to participate in a team environment.
• Ability to understand written and verbal direction.
• Discretion, reliability, and professionalism in handling sensitive and confidential matters.
• Flexibility to work extended or irregular hours when necessary, including nights, holidays, and weekends.

BENEFITS OF JOINING THE DEWBERRY TEAM:

• Competitive Pay
• Advancement & Growth Opportunities
• Full-Time and Part-Time Positions
• Flexible Paid Time Off
• 401K with Company Match
• Education Reimbursement
• Free Downtown Parking
• Subsidized Medical, Dental, & Vision Coverage for Full-Time Teammates

Who We Are:

We are a tight-knit group of passionate individuals who are unrelenting when it comes to offering a flawless experience at The Dewberry while maintaining our unique brand standards. Every Teammate plays a key role in contributing to the success of the whole hotel.

About The Dewberry:

As a 2022 Cond Nast Traveler Gold List award recipient for Best Hotel in the World, The Dewberry is located in the heart of downtown Charleston, bordering Marion Square, just steps from the shopping and dining on King Street, Museum Mile and The Gaillard Center.

Offering 153 thoughtfully appointed rooms, world-class service and unparalleled views, The Dewberry occupies the former L. Mendel Rivers (circa 1964) federal building and pays homage to Charleston's century architectural splendor. The hotel is the result of owner John Dewberry's vision of "Southern ReimaginedTM," which he developed over the course of an eight-year renovation and preservation of the building. The hotel features several event spaces along with the nationally celebrated cocktail program at the brass bar in The Living Room, the whimsical cocktail lounge Citrus Club, treatments at our urban oasis, The Spa, the curated boutique The Shop as well as The Fifth Avenue Club by Saks Fifth Avenue.

The Dewberry is known among teammates, guests, and the community as a leader in the field of hospitality. As a brand, The Dewberry teammates, experience, and brand are authentic, humble, and innovative operators driven to anticipate needs and exceed expectations.