Executive Administrative Assistant/Site Coordinator

Location:

Fort Lauderdale Hotel

Be a part of the pre-opening team for the Omni Ft. Lauderdale Hotel!

Opening in Fall 2025, Omni Fort Lauderdale will provide South Florida with 120,000 square feet of event space, new food and beverage options, a Natural Spring inspired full-service spa and entertainment pedestrian plaza featuring high-end shopping, amphitheater, charter boat docking and beautiful promenade. The new iconic landmark offers unforgettable views of the Atlantic paired with unrivalled convenience and intelligently designed meeting spaces. The hotel will be directly connected to the Broward County Convention Center, immediately adjacent to Port Everglades cruise terminal and less than two miles from Fort Lauderdale Airport.

Omni Fort Lauderdale is seeking an organized and detailed Executive Administrative Assistant/Site Coordinator to join the opening team of our brand-new luxury resort!

The Executive Administrative Assistant/Site Coordinator supports the General Manager, Director of Sales & Marketing, and Executive Committee. This individual performs extensive administrative tasks including distributing reports/correspondence, handling confidential information, managing schedules, coordinating guest relations, maintaining files, coordinating travel arrangements, and reserving guest rooms + dining accommodations for applicable site visits while partnering with our group Sales Managers for site-inspection coordination and execution.

Our ideal candidate will be detail-oriented, efficient, eager to learn/grow, and capable of multitasking in a fast-paced environment.

Executive Administration

• Assistant to the General Manager, Director of Sales & Marketing, and Executive Committee
• Communication and distribution of daily/weekly/monthly reports and correspondence to corporate office and ownership, operation procedures, handling confidential material and information, daily distribution of the mail, daily check deposit of accounts receivables
• Responsible for obtaining signatures of approval for all internal and external routing of check requests, expense reports, project expenditure approval forms (PEA), and other confidential correspondence as necessary and distributing in a timely and efficient manner
• Manage schedules for the Executive Committee and ensure that all directors and managers receive messages and appointments in a timely manner
• Manage day-to-day guest relations and corporate guest relations, all external guest correspondence and internal communications, including Daily Medallia Reports, ELMER, Synergy input and Reports, and Guest Alerts
• Maintain guest relations files and ensure that all information is included in the file, i.e. guest correspondence, letters, fax, emails, information, guest folios, gift certificates, etc.
• Manager Gift Certificates and maintain Gift Certificate Log to include value, purpose, date issued, and date redeemed
• Manage Donation Requests for the Property
• Coordinate all travel arrangements including reservations, transportation, amenities, and in-house meetings and events for VIP’s, corporate and ownership visits
• Assist with Birchstreet PO Ordering and managing costs for A&S and A&G
• Maintain reader files for upcoming meetings, VIP guests, meetings and events, etc.
• Maintain hotel licenses, permits, contracts and certificates of insurance
• Maintain Communications for all managers and supervisors, including ordering, coding and billing
• Assist General Manager in managing PowerPoint Templates and content collection
• Perform other duties and special projects as assigned by the General Manager and Director of Sales & Marketing contributing to the overall success of the team

Site Coordination

• Coordinate and execute all aspects of site inspections/visits at the property for out-of-market and non-deployed accounts, and partner when appropriate for in-market sales managers
• Partner with sales managers to develop creative aspects of site visits
• Coordinate and plan all Familiarization Tours (FAM) and in-market customer events
• Provide expert knowledge on local destinations (e.g., local attractions, events, etc.)
• Maintain thorough knowledge of hotel event space, facilities (Restaurant, Spa, etc.), and group dynamics to provide expert guidance and support throughout the inquiry/planning process
• Inspect Guest Rooms/Event Space prior to client arrival for site-visit to ensure highest level of quality
• Meet with walk-in clients and qualify leads for sales managers
• Maintain accounts, contact, activity and group details within FDC
• Track bookings and leads generated from site visits
• Monitor effective resolution of guest issues that may arise as a result of the sales process by creating mechanisms to channel issues to property leadership and/or other appropriate stakeholders

• Associate or advanced degree in business or hospitality preferred
• Previous hotel sales administrative experience preferred
• Must have good organization skills, attention to detail, and the ability to multi-task
• Ability to maintain strict confidentiality and manage multiple priorities
• Must maintain a professional business appearance, attitude, and performance
• Must be able to work independently with minimal supervision
• Must have excellent written and oral communications skills
• Willingness to learn and build upon existing administrative, sales, and customer service skills
• Proficient in Microsoft Office including Excel, Word, PowerPoint and Outlook
• Must have the ability to work extended hours when needed
• This position is a full-time, on-site position with no work from home flexibility

Omni Hotels & Resorts is an equal opportunity employer - vets/disability. The EEO is the Law poster and its supplement are available using the following links: EEOC is the Law Poster and the following link is the OFCCP's Pay Transparency Nondiscrimination policy statement 

If you are interested in applying for employment with Omni Hotels & Resorts and need special assistance to apply for a posted position, please send an email to applicationassistance@omnihotels.com. Omni Hotels & Resorts does not discriminate on the basis of any protected category with respect to the payment of wages.