Executive Office Coordinator Temporary Lazio

Executive Office Coordinator Temporary
Roma
Lazio, Lazio

Job Number** 24078571

**Job Category** Administrative

**Location** The Westin Excelsior Rome, Via Vittorio Veneto 125, Rome, Città Metropolitana di Roma, Italy VIEW ON MAP

**Schedule** Full-Time

**Located Remotely?

** N

**Relocation?

** N

**Position Type** Non-Management

Transmit information or documents using a computer or mail.

Operate standard office equipment other than computers.

Open, read and prepare answers to routine letters.

Attach appropriate files to incoming correspondence requiring replies.

Distribute meeting minutes to appropriate individuals Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.

Handle incoming and outgoing mail.

Create and maintain computer

- and paper-based filing and organization systems for records, reports, documents, etc.

Compile, copy, sort, and file records of office activities, business transactions, and other activities.

Enter and locate work-related information using computers and/or point of sale systems.

Follow all company policies and procedures, ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary information, and protect company assets.

Serve as the point of contact for clients including welcome letters and support the preparation of the arrival list.

Answering social media reviews and support for VIP special requests.

Communicate with them and organize gifts to guests.

When requested, Welcome and acknowledge all guests according to company standards, anticipate and address guests' service needs, assist individuals with disabilities, and thank guests with genuine appreciation.

Speak with others using clear and professional language, prepare and review written documents accurately and completely, and answer telephones using appropriate etiquette.

Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of other employees.

Perform other reasonable job duties as requested by Supervisors.

Support F&B Department by printing daily menus and promotions and checking the Guests comments on social network.

Support the Executive Office with administrative tasks related to Safety and Security meetings and incident reports.

Support the coordination of administrative activities related to Social Responsibility events.

Perform other reasonable job duties as requested by Supervisors.

**CRITICAL TASKS

**Policies and Procedures

- Maintain confidentiality of proprietary materials and information.

- Protect the privacy and security of guests and coworkers.

- Follow company and department policies and procedures.

- Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures.

- Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.

- Perform other reasonable job duties as requested by Supervisors.

**Guest Relations

- Address guests' service needs in a professional, positive, and timely manner.

- Answer to social media review

- When requested Welcome and acknowledge each and every guest with a smile, eye contact, and a friendly verbal greeting, using the guest's name when possible.

- Anticipate guests' service needs, including asking questions of guests to better understand their needs and watching/listening to guest preferences and acting on them whenever possible.

- Thank guests with genuine appreciation and provide a fond farewell.

- Actively listen and respond positively to guest questions, concerns, and requests using brand or property specific process to resolve issues, delight, and build trust.

- Assist other employees to ensure proper coverage and prompt guest service.

- Discuss work topics, activities, or problems with coworkers, supervisors, or managers discreetly and quietly, avoiding public areas of the property.

**Communication

- Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.

- Speak to guests and co-workers using clear, appropriate and professional language.

- Prepare and review written documents (e. g. , daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.

- Talk with and listen to other employees to effectively exchange information.

**Working with Others

- Support all co-workers and treat them with dignity and respect.

- Develop and maintain positive and productive working relationships with other employees and departments.

- Partner with and assist others to promote an environment of teamwork and achieve common