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Job Ad: Executive Assistant
Location: New Windsor, NY
Salary: $25 - $35 per hour
Work Hours: Monday to Friday, 8:00 am to 5:00 pm
Employment Type: Direct Hire
Are you an organized and detail-oriented individual with a passion for managing schedules and handling sensitive information? We are seeking an Executive Assistant to join our dynamic team in New Windsor, NY. As an Executive Assistant, you will play a crucial role in supporting our Chief Operating Officer (COO) by managing their daily schedule, handling financial data with confidentiality, and ensuring the smooth coordination of various tasks and events.
Executive Assistant Requirements:
- Proven experience as an Executive Assistant or in a similar administrative role.
- Proficiency in Microsoft Word, Excel, and PowerPoint.
- Strong organizational skills and attention to detail.
- Ability to handle sensitive and confidential information with discretion.
- Excellent communication and interpersonal abilities.
- Familiarity with social media platforms and content management.
- Capable of managing multiple tasks and meeting deadlines.
Executive Assistant Responsibilities:
- Daily Schedule Management: Efficiently manage the COO's calendar, including organizing vertical and in-person meetings, sending reminders, and coordinating with other team members.
- Confidentiality: Maintain 100% confidence with all sensitive financial data and records.
- Expense Tracking: Monitor and track the COO's weekly and monthly expenses, providing a detailed weekly report for review.
- Document Management: Handle paperwork and document organization efficiently.
- Event Coordination: Manage the events calendar and collaborate with other employees to ensure seamless scheduling for the COO.
- Client Interaction: Perform sales calls and arrange meetings with new clients, sending follow-up and meeting emails as necessary.
- Estimates and Reports: Prepare estimates for clients and create various reports as required.
- Meeting Arrangements: Assist in setting up and preparing for at least 10-15 in-person meetings in the conference room yearly.
- Travel Arrangements: Book flights and hotel stays for both business and vacation travel.
- Real Estate Management: Assist in searching for and managing real estate division, including document preparation for purchases and assistance with Air B&B management.
- Entertainment and Social Media: Book shows and events, manage COO's social media pages, and post/edit videos and content 2-4 times daily.
- Team Coordination: Schedule meetings for coaching and leadership development with team members.
- Marketing Collaboration: Collaborate with the marketing team to enhance the brand and contribute to business growth.
- Time Management: Ensure optimal time management and efficiency in all tasks to meet deadlines effectively.
If you are a highly motivated and proactive individual with the ability to thrive in a fast-paced environment, we encourage you to apply for this Executive Assistant position. Help us support our COO and contribute to the success of our organization.
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Equal Opportunity Statement
Applications are considered on the basis of skills, experience and qualifications without regard to race, age, creed, color, nationality, gender, sexual preference, marital status, military background, disability or any other legally protected status. All employment related decisions, including hiring, advancement, promotion, compensation, training, discipline, termination and all other terms and conditions of employment, are made in accord with this policy.
- Full Time
- Immediately
- $25 - $35 Hour
- New Windsor, NY 12553
- 6/7/24
BASIC FUNCTIONS AND RESPONSIBILITIES:
Responsible for check-in and check-out of hotel guests courteously and efficiently while maintaining a high level of guest satisfaction. Maintain the resort’s communication by processing incoming and outgoing calls for guests and employees. Responds to emergency situations in a calm, efficient manner by following Mohonk’s Emergency Guide and Response Manuals. Responsible for accounting functions as they relate to processing the business day and accompanying reports.
ESSENTIAL JOB FUNCTIONS:
•Represent Mohonk to the guest so as to promote customer loyalty and provide an exceptionally high level of service.
•Understand and comply with resort and departmental policies, procedures, and customs including required uniform and dress code policies.
•Provide professional customer service with a desire to exceed including exceptional verbal and written communication skills.
•Answer telephone calls and emails in a clear and professional manner using the correct greeting and grammar usage.
•Transfer incoming telephone calls to the appropriate extensions and departments.
•Display effective computer literacy skills and be familiar with Microsoft Office software (Outlook, Word, and Excel). OPERA Software knowledge a plus. Use Payment Card Industry (PCI) compliance standards to protect credit card and personal information.
•Attend required coaching and training sessions as scheduled to review service quality and productivity.
•Maintain a complete knowledge of: All resort features, services, and activities, along with hours of operation; Daily house counts, along with arrivals and departures; Scheduled group and transient activity sheets; Room availability; Room types, rates, promotions, and amenities; Dining locations and hours of operations.
•Understand proper accounting procedures for deposits, refunds, rate adjustments, and end of shift audits.
•Understand reservation codes, other input codes, and special traces.
•Adhere to cashiering and accounting policies.
•Process adjustment vouchers, paid-outs, miscellaneous charges, and room charges.
•Cash guests personal checks via established Mohonk procedure.
•Settle guest room accounts.
•Count a bank and ensure proper amount is present.
•Perform an audit via Opera (PMS) programming (balance receipts) then put cash envelope (with witness present) in the drop safe.
•Process guest check-ins using established resort procedures. Ability to verify registration cards for the correct information and obtain guest signatures and any necessary paperwork.
•Maintain a working knowledge of, but not limited to: Avaya PBX System, Portable Radio System, Paging System, Opera PMS software, Reservations Assistant software.
•Communicate clearly in a precise manner on the telephone, paging system, pagers, and in person with a clear and pleasant speaking voice.
•Operate the emergency alarm notifier and/or implement appropriate emergency procedures and remain calm in an emergency situation.
•Analyze problems and develop and implement action plans to address problems.
•Act as the Manager on Duty (MOD) in the event of an emergency until the on-call overnight MOD arrives on the scene.
•Record and maintain the Second Effort log for maintenance, housekeeping, and conference services requests and follow-up to guest and employee request/issues.
•Log/write and deliver incoming/outgoing messages/faxes for guests and employees.
•Access all functions of the property management software as it relates to guest service/information to answer questions.
•Reserve day-of dinner reservations for overnight guests.
•Work well with guests and fellow employees to resolve complaints/issues in a positive manner.
•Demonstrate enjoyment working with people in a service position.
•Inspect the work of others by touch, sight, sound and smell for conformance to prescribed standards.
•Remain stationary at assigned posts for extended periods of time either standing or sitting.
•Lift as much as 20 pounds from ground level to waist level and carry a distance of up to 50 feet with/ without assistance. Walk up to 5 miles per day.
•See close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
•Read a computer monitor and enter pertinent data into the computer with a keyboard.
•Hear requests from guests as well as co-workers and management.
•Maintain focus on the job task at hand to think clearly and quickly.
•Flexible with work schedule.
•Speak, read and write the English language and communicate in a clear and congenial manner, with our guests, visitors and employees. Hear verbal instructions, directions and warnings.
•Reach with hands and arms, bend, kneel, stoop, twist and flex arms, walk up and down stairs/inclines, sit, climb up/down ladders or stand for up to 5 hours at a time.
•Be dependable, responsible, and punctual and; and maintain good attendance.
•Learn and effectively process job responsibilities efficiently and confidently.
•Demonstrate good organization skills and attention to detail efficiently.
•Maintain a professional, neat, and well-groomed during work shifts.
QUALIFICATIONS:
•Prior hospitality or customer service experience preferred
•Prior overnight shift experience preferred
•Prior experience with PBX or similar communication consuls preferred
•High School Diploma
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
- Part Time
- Immediately
- New Paltz, NY 12561
- 5/30/24