Description

JOB DESCRIPTION

Position Title: Executive Assistant Location: Washington, VA

Department: A&G Executive Office FLSA Status: Non- Exempt

Reports to: Chef Patrick O’Connell - Chef Proprietor Effective Date: January 2024

SUMMARY

Executive Assistant Job Description

SUMMARY

The Executive Assistant (EA) is responsible for managing the Executive Office for Chef Patrick O’Connell. Primary responsibilities include maintaining and refining internal processes that support Chef Patrick. Coordinating resources to expedite workflows. Managing communication while keeping the relevant Senior Leaders up to date and liaising with Senior executives on various projects and/or tasks. Workflow is required to be planned and orchestrated in a manner to ensure that Chef Patrick’s priorities are met, organizational goals are achieved, personal preferences are met, and best practices are upheld.

ESSENTIAL FUNCTIONS

· Manage professional and personal scheduling for Chef, including agendas, mail, email, phone calls, client management, and other company or personal logistical needs.

· Provide a sense of order, organization, and structure to Chefs daily office environment.

· Oversee coordination of all Chefs professional and personal daily activities

· Keep General Manager advised of notable calendar events such as VIP guests, important site visits, PR events, Chefs personal time away from property...etc.

· Weekly review with Chef of upcoming calendar, CIPs, Unique events...etc. Supported by a brief daily Check-in.

· Coordination of daily meal requirements as necessary for Lunch/Dinner

· Planning all travel needs and coordination both personal and professional. This includes providing a detailed daily itinerary with all needs attended to. In addition, booking flights, ground transportation, meals, and overnight accommodation.

· Attend meetings as required and take notes. Have notes distributed within 24hrs.

· Complete, Confirm and Distribute Chef Patrick's Daily Report by 3pm for the next day's activities.

· Assist with all necessary administrative needs such as fact checking, spell checking, letter/card mailing lists up to date,

· Assist with all inquiries including PR, Media, Staff and Guests

· Provide a sense of luxury hospitality to all meetings in the office. Such as promptly offering beverages, food (when appropriate) or any other need.

· Ensure requests for autographed books, pictures...etc. are quickly attended to and organized.

· Maintaining the most Recent Awards document with continuous updates.

· Coordinate all travel including Understanding Chef Patrick preferences and delivering all the above with this in mind.

· Assisting Chef Patrick with coordinating any domestic needs including pet needs

· Coordinate complex scheduling and calendar management, as well as content and flow of information to appropriate senior leaders.

· Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database.

· Maintain professionalism and strict confidentiality with all materials.

· Organize team communications and plan events, both internal and off-site

QUALIFICATIONS

Required

· 3-5 years' experience as Executive Assistant

· College degree or equivalent experience in a Luxury Environment

· Excellent spoken and written English.

· Strong Computer skills, preferably in Excel, Microsoft Word, etc.

Desirable

· Ability to communicate in a language other than English, preferable Spanish, German, or French

· Forbes 5-Star and Michelin 3-star experience.

· Guest relations training.

· Communications Major

SKILLS

· Strong organizational Skills.

· Elevated level of Emotional Intelligence

· Ability to communicate in English clearly and pleasantly, both spoken and written.

· Strong Computer Skills

· Ability to remain calm, courteous, and helpful.

· Ability to work cohesively with other departments.

PHYSICAL DEMANDS

1. Frequent or occasional need to perform the following physical activities: reaching, bending, pushing, pulling, twisting, lifting, and climbing. Have frequent need to perform standing and walking activities related to inspecting property.

2. Occasional need to stand for long periods of time.

3. Lifting/carrying up to 10 lbs. frequently and 25 lbs. occasionally.

4. Hearing requirements: constant need to speak on telephone and/or two-way radio, respond to public and converse with staff. Ability to hear fire alarms and emergency equipment.

NOTE:

A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions.

This job description in no way states or implies that these are the only duties to be performed by the Team Member occupying this position. Team Members will be required to perform any other job-related duties assigned by their supervisor.

This document does not create an employment contract, implied or otherwise, other than an “at will” relationship

**The Inn at Little Washington is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws**