Executive Admin To The Ceo

Performs advanced, diversified, and confidential administrative support for Americas Chief Executive Officer (CEO AMER), and requests for the Group Chief Executive Officer (CEO) based in London when in the US. Administrative support directly impacts the executive’s success in managing and conducting business within and outside IHG. Anticipate the administrative needs of the executive and prioritize work effectively with follow-up. Work independently to meet critical deadlines, set priorities to meet goals and adapt to frequent changes in the executive’s priorities and schedule. Manage and maintain confidential matters. Coordinate daily schedule and meetings; coordinate travel arrangements incorporating logistics and adhering to travel policy. Communication skills to cascade important information to Leadership Team (AMER RLT) and respective Executive Assistants. Relies on experience and judgment to plan and accomplish goals.

Requires an in-depth knowledge of company practice, structure and a high degree of administrative skills.

• Maintain CEO schedule and ensure judgement on prioritization of meetings and adjust based on the executive’s activities, which may change frequently. Anticipate potential conflicts in priorities and solve them appropriately.
• Plan and coordinate on-site and off-site Americas Regional Leadership (AMER RLT) meetings. As required travel for off-site meetings, including Atlanta and other locations within the region.
• Provide guidance/recommended action to direct reports regarding division policies, procedures, practices, to resolve problems that may not require CEO action.
• Work closely with the Executive Liaison team (Salt Lake City) to handle and ensure resolution of guest complaints/incidents.
• Organize, prioritize, and expedite workflow through the assigned executive(s) office. True Hospitality team player, with every colleague, owner, guest and our external stakeholder.
• Provide support and co-ordinate scheduling and business activities for Global CEO when in AMER region.
• Arrange travel requirements – e.g., transfers, flights, accommodation, travel and meal logistics and schedule changes with minimal disruption.
• Initiate follow-up actions, interpret and communicate the executive’s instructions to other personnel, and perform high-level administrative support duties for the executive as needed.
• Monitors and approves various internal systems such as Concur, MyHR, Ariba and PeopleSoft on behalf of the CEO. This includes preparing the CEO’s monthly expense reports and submitting monthly.
• Research and compile data from a variety of sources and summarize to provide executive with information and/or recommendations for decisions.
• Coordinates planning for IHG Board and Executive Committee meetings held in Atlanta.
• As required prepare and format reports and/or presentation materials, gathering and summarizing narrative and/or data and documentation.
• Co-ordinate VIP events, i.e., US Open in NYC, CEO hosted key client events, owner meetings and dinner/lunches.
• Coordinate quarterly AMER RLT Executive Assistant gatherings as touchpoints and team building.
• Works with AMER Comms team to recognize hotel colleagues who have gone over and beyond.
• Provide answers to immediate issues in absence or contact the executive to alert of critical work situations.
• Perform other support duties as assigned to facilitate the CEO business needs.
• Compose variety of correspondence, executive briefs, etc. and action correspondence not requiring executive’s attention; respond to non-routine communications and draft correspondence for executive’s signature.

Education

• College Degree/Graduate Degree or equivalent combination of education and work-related experience

Experience

• 5+ years Executive co-ordination/ support or related experience

Technical Skills and Knowledge

• Experience in maintaining confidentiality of information.
• Demonstrated organizational and time-management skills.
• Demonstrated math skills for maintaining budgets, reconciling invoices, or checking figures for accuracy.
• Demonstrated effective oral and written communication skills for the purpose of conveying information to internal and external customers or providing information via written reports or correspondence. Must be able to communicate professionally with senior managers and possess strong relationship management and customer service skills.
• Ability to handle multiple assignments and projects accurately and with attention to detail.
• Demonstrated problem-solving skills for the purpose of maintaining the daily flow of office work, answering questions, and resolving issues.
• Demonstrated follow-through and ability to complete multiple ongoing projects on time and within specified budget.
• Demonstrated excellent PC skills including software packages (e.g., Microsoft Word, Excel, PowerPoint)

Key Metrics:

• Event Planning
• Handling multiple assignments and projects at a time
• Creating Correspondence
• Anticipating areas to support
• Analyzing data to provide insights
• Problem Solving
• Budgets

Key Interfaces Internal:

• IHG Board, Executive Committee, Senior Leaders, corporate offices, employees in assigned division or department, Accounts Payable/Receivable, Finance, Human Resources, hotel or franchise operations, hotel sales or development: provide/communicate information from executive or assigned functional area, coordinate programs or projects, answer inquiries, and ensure smooth flow of work through the office.

Key Interfaces External:

• IHG Owners Association, Atlanta Committee for Progress, US Travel, AHLA, NYU International Hospitality Industry Investment Conference, Americas Lodging Investment Conference (ALIS), franchisees or potential franchisees, vendors, external contractors, GMs, hotel executives or staff, clients