Stewarding | Administrative Assistant

Overview

"IF YOU CREATE THE STAGE SETTING AND IT IS GRAND, EVERYONE WHO ENTERS WILL PLAY THEIR PART." - Morris Lapidus A spectacular blend of Golden Era glamour and modern luxury, Fontainebleau today reinvents the original vision of legendary architect Morris Lapidus - a stage where everyone plays their unique part. At Fontainebleau, striking design, contemporary art, music, fashion and technology merge into a vibrant new kind of guest experience. Guests are invited to enter a world where they are free to play, shop, dine, spa, meet or simply relax - however they define a perfect day. Situated on oceanfront Collins Avenue in the heart of Millionaire's Row, Fontainebleau Miami Beach is one of the most historically and architecturally significant hotels on Miami Beach. Opened in 1954 and designed by Morris Lapidus, it was the most luxurious hotel on Miami Beach, and is thought to be the most significant building of Lapidus' career.

Responsibilities

This position provides administrative support within Banquets and will support the Banquet and Pastry Chefs with Banquet Event Orders (BEOs). In addition to typing, filing and scheduling, performs duties such as financial recordkeeping and data entry, payroll, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. This role will attend BEO meetings with the Chefs, upon request. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

1. Answer telephones and transfer to appropriate staff member.
2. Create and modify documents using Microsoft Office.
3. Maintain confidentiality in all aspects of client, staff and agency information.
4. Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
5. Maintain hard copy and electronic filing system.
6. Research, price, and purchase office furniture and supplies.
7. Setup and coordinate meetings and conferences.
8. Support staff in assigned project based work.
9. Prepare responses to correspondence containing routine inquiries.
10. Create and modify documents such as invoices, reports, memos, letters and financial statements using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, QuickBooks or other programs.
11. Collect and maintain inventory of office equipment and supplies.
12. Arrange for the repair and maintenance of office equipment.
13. Other duties as assigned.

Qualifications

Computer literate and proficient with Microsoft Office including Excel.
Excellent writing, analytical and problem-solving skills.
Knowledge of principles and practices of organization, planning, records management, and general administration.
Ability to communicate effectively and establish and maintain effective working relationships with staff.
High school education or equivalent.
At least one year of prior food and beverage experience highly desirable.
Five years experience as an administrative assistant or office administrator with increasing responsibilities in a high volume environment.