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Executive Administrative Assistant - Hotel Operations

Grand Sierra Resort and Casino

Reno, NV

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JOB DETAILS
SKILLS
Administrative Skills, Analysis Skills, Billing, Budget Management, Budgeting, Calendar Management, Capital Project, Concrete, Construction, Contract Review, Data Collection, Depth Perception, Executive Assistant Skills , Expense Tracking, Fax Machines, File Maintenance, Financial Administration, Follow Through, IBM AS-400 Server, Laundry, Leadership, Licensing Compliance, Lift/Move 25 Pounds, Maintain Compliance, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Multitasking, Operational Audit, Operational Support, Organizational Skills, PC (Personal Computer) Systems, Past Due Accounts, Performance Metrics, Photocopy, Physical Demands, Problem Solving Skills, Process Development, Process Flow, Profit & Loss Statements, Project Tracking, Project/Program Coordination, Proofreading, Purchasing/Procurement, Spa Services, Team Player, Telephone Skills, Time Management, Typing, Vendor/Supplier Management, Vendor/Supplier Selection
LOCATION
Reno, NV
POSTED
Today
SUMMARY

The Executive Administrative Assistant - Hotel Operations provides high-level administrative, analytical, and operational support to the Vice President of Hotel Operations and Senior Hotel Operations leadership. This role serves as a central coordination point acrossmultiple hotel departments and initiatives, supporting executive priorities, operational reporting, project tracking, financial administration, and time-sensitive approval workflows. The position requires discretion, strong organizational skills, operational awareness, and the ability to manage multiple priorities in a fast-paced resort environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Primary duties and responsibilities include, but are not limited to, the following:
  • Provide administrative support to the Vice President of Hotel Operations and other senior leaders under the Hotel Operations umbrella including typing, faxing, filing, photocopying, answering the phone, and resolving a range of administrative tasks, etc.
  • Coordinate & track projects, data collection, and compile reports for key business initiatives across multiple departments: Construction, Renovation, Events, and PM projects.
  • Support the Vice President in managing priorities, deadlines, and communications.
  • Handle the ordering, inventory tracking, and supply management process for the VIP Lounge, Front Desk, Reservations, Laundry, Spa, and Front Services.
  • Support Senior Hotel Operations leadership with maintaining accurate budget tracking and advising leadership of variances to the budget; reviews P&L statements against tracking to ensure all expenses are properly incurred.
  • Coordinate and route various time sensitive documents for approvals, adhering to specific protocols.
  • Ensure a smooth process flow of new/existing contracts by reviewing contracts and advising of recommended changes, ensuring new vendors are sourced by purchasing, ROIs/Proformas are included and accurate, Capital project requests are reviewed and complete, and all documents are routed for approval in a timely manner.
  • Ensure compliance with licensing, certifications, and required training scheduling with all departments; ensures management is aware of delinquency in these areas, recommending counseling action as needed.
  • Aid on the front line as needed.
  • Compile, proofread, and distribute recurring operational reports (daily/weekly/monthly) in a timely manner.
  • Support department heads with analysis, recaps, and presentations of various meetings and KPIs.
  • Act as a central point of administrative coordination across Front Desk, Front Services, Reservations, Laundry, Spa, and VIP Lounge.
  • Handle confidential information with integrity and discretion; organize and maintain confidential files and records.
  • Create meeting agendas and minutes for VIP Lounge, Front Desk, Reservations, Laundry, Spa, and Front Services; track action items and ensure management follows-up on these items.
  • Schedule meetings for Vice President with other departments and Executive Team.
  • Ensure payroll, scheduling, vacation requests and department calendar are up to date for VIP Lounge, Front Desk, Reservations, Laundry, Spa, and Front Services.
  • Liaise with internal team members at all levels, as well as external guests.
  • Any other duties assigned within the scope of this job description.
KNOWLEDGE/SKILLS/ABILITIES
  • Ability to use a personal computer to complete reports, invoices, computer billing, correspondence, including a working knowledge of Excel, Outlook, Word, Unifocus, AS400, and Microsoft Office Programs.
  • Practical experience in an administrative role OR any combination of education, training, or experience that provides the required knowledge, skills, and abilities.
  • Ability to accurately add, subtract, multiply, and divide in all units of measure and calculate figures and amounts, such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret and follow through on a variety of instructions furnished in written, oral, diagram, or schedule form.
  • Excellent time management, problem solving and organizational skills are a must.
  • Dedicated to meeting and/or exceeding the expectations and requirements of internal and external guests.
  • Trusted and is seen as a truthful individual who is highly respectful of others.
  • Consistently exhibits courteous, respectful, and appropriate communications and presents information in a concise and understandable format, both written and oral.
  • Cooperate with others in the accomplishment of joint tasks and common objectives.
  • Contribute to a positive work environment, foster collaboration and provide a tangible contribution.
  • Meet requirements of regular attendance to effectively complete job responsibilities in a timely manner.
  • Must be a minimum of 21 years of age.
  • Flexible working all shifts including holidays, nights, and weekend hours as business needs dictate.
EDUCATION and/or EXPERIENCE
  • Minimum 2 years' of senior leadership administrative assistant, senior administrative assistant, or executive support experience in a corporate or operations setting is required, or any combination of education, training, or experience that provides the required knowledge, skills, and abilities.
  • Associate or Bachelor's degree preferred; equivalent experience considered.
  • Experience in overseeing budgets, expenses, and developing internal processes and filing systems is preferred.


PHYSICAL DEMANDS

While performing the duties of this job, the team member is constantly sitting, occasionally reaching overhead, bending over, standing and walking during the duration of their shift.

Must be able to push/pull up to 25lbs occasionally.

The team member will frequently have repetitive use of both hands and occasional light and firm/strong grasping motions as well as finger dexterity.

Constant use of vision abilities is required including distance, depth perception, field of vision, and color vision.

The physical demands described here are representative of those that must be met by a Team Member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

Work performed indoors, alone and frequently with and around others. Team Member will perform work face-to-face including verbal contact with others on extended shifts around computer equipment.

The noise level in the work environment is usually moderate.

Team Member may be exposed to secondhand smoke.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

About the Company

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Grand Sierra Resort and Casino

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