Executive Assistant to Area General Manager

Become part of the Lefay Team and join our new Cluster Offices, where expertise, collaboration and innovation come together to support two extraordinary destinations: Lefay Resort & SPA Lago di Garda, an internationally acclaimed wellness destination, and Lefay Resort & SPA Dolomiti, surrounded by the majestic Dolomites, a UNESCO World Heritage Site. Here, you will have the opportunity to work behind the scenes of two award-winning resorts, contributing to a shared vision of Italian hospitality, wellness and excellence.

JOB SUMMARY

Supports the Area General Manager and his/her team by completing administrative responsibilities. Duties include organizing, composing and distributing correspondence to both employees and guests, initial response and follow up to inquiries and collecting and tracking problem resolution information.

Acts as the key liaison between the Area General Manager and the Senior Management team, maintaining a constant balance among competing priorities. The Executive Assistant must be able to work with the highest degree of flexibility and efficiency in managing a wide variety of activities and projects.

ROLE & RESPONSIBILITIES

• Manages the Area General Manager’s calendar, organizing business trips, travel arrangements, and various reservations.
• Participates as an extended member of the Executive Team, coordinating and managing the planning of management meetings and the distribution of related briefing materials.
• Manages the organization and scheduling of Board of Directors/Owners meetings and prepares the related documentation and information packages.
• Personally coordinates special projects assigned by the Area General Manager and prepares documents and correspondence addressed to relevant external stakeholders.
• Oversees the management of the cluster headquarters, coordinating the external cleaning services provider and ensuring the effective maintenance and organization of office facilities.

CANDIDATE PROFILE

Education and Experience

• High school diploma or GED; 2 years experience in the administrative assistance, clerical services, or related professional area.

OR

• 2-year degree from an accredited university in Secretarial Studies, Business Administration, Hotel and Restaurant Management, or related major; no work experience required.
• Available for business travel as required.
• Fluent in Italian and English, both written and spoken. A second language (French or German) is preferred.

CORE WORK ACTIVITIES

Providing Documentation and Reporting Support

• Assists the Area General Manager in preparation of various reports and presentations.
• Assists with the design and preparation of statistical reports as needed.
• Attends, transcribes and distributes minutes, and participate in staff meetings, executive committee meeting and department meetings as needed.
• Makes new files, maintains existing files.
• Maintains giveaway/donation files and assists in making reservations.
• Provides administrative support to manager/s and department.

Supporting Correspondence

• Composes and produces correspondence on routine matters.
• Produces and distributes correspondence as required.
• Acts as a receptionist for the cluster.
• Sorts and distributes mail.

Ensuring Exceptional Customer Service

• Providing services that are above and beyond for customer (internal client) satisfaction and retention.
• Managing day-to-day operations, ensuring the quality, standards and meets the expectations of the customers on a daily basis.
• Attends meetings and communicates with executive and peers as an effort to improve quality of service.

Additional Responsibilities

• Ensures VIP amenity requests from GM/DOPS are handled in timely manner.
• Communicates the importance of safety procedures, detailing procedure codes, ensuring employee understanding of safety codes, monitoring processes and procedures related to safety.
• Analyzes information and evaluating results to choose the best solution and solve problems.
• Attends meetings to plan, organize, prioritize, coordinate and manage activities.
• Works with other people to gather the information necessary to manage projects, achieve goals, and resolve problems.
• Informs and/or updates the executives and peers on relevant information in a timely manner.

LOCATION

Salò (BS).