The Executive Administrative Assistant provides comprehensive administrative support to the Catering & Event Management team and Executive Office. This role assists with event documentation, resort reporting, system administration, guest and client communication, and office operations. Exceptional organization, accuracy, and professionalism are essential. 

Key Responsibilities:

Event Management Support 

• Prepare Event Orders, resumes, introduction letters, food & beverage reports, and packets for upcoming groups and conventions. 

• Assist Event Managers with amenities, welcome notes, and Oasis deliveries. 

• Create and distribute the Weekly Run and other daily, weekly, and monthly reports. 

• Support Pre- and Post-Convention Meetings and serve as backup for Event Management Managers. 

• Answer Event Management calls/emails and redirect leads or inquiries appropriately. 

• Manage in-house meeting space, blocking, and BEO creation for internal events and projects. 

Executive Administrative Duties 

• Maintain 3rd-floor kitchen supplies, copier paper/supplies, and general office organization. 

• Input and maintain guest and group data in property management and sales systems (Opera Cloud, Delphi/Amadeus, Salesforce, etc.). 

• Run standard reports across multiple systems (PMS, POS, CRM, survey platforms). 

• Assist the Marketing Team with updating digital guest information channels (QR codes, activity schedules, event postings). 

• Assist with responding to guest reviews and surveys across all platforms. 

• Compile guest feedback trends for leadership review. 

• Support Front Office, Housekeeping, Recreation, and F&B leaders with administrative tasks during peak periods or staffing shortages. 

• Assist with coordinating resort-wide initiatives, inspections, and service programs. 

• Answer Executive Office calls, provide professional gatekeeping, and manage guest complaint escalations. 

• Prepare VIP amenity forms, welcome notes, and deliveries as needed. 

• Attend weekly Leadership Meetings and prepare/distribute meeting minutes. 

Resort Reporting 

• Compile and distribute key reports including the AGR 10-Day Report, AGR Daily, Group Pick-Up Report, and Amenity Log. 

• Update reporting templates using data from internal systems and multiple departments. 

Gift Card & VIP Processing 

• Process internal gift certificate requests, ensure approvals/GL coding, maintain records, and distribute digitally or by mail. 

• Fulfill online gift card orders, coordinate activation with Finance, and mail physical cards when requested. 

System Administration 

• Serve as the on-property Salesforce Administrator for three AZ properties, maintaining menus, items, meeting space data, taxes, and other system updates. 

• Perform major menu updates seasonally and smaller updates as needed. 

Special Projects 

• Participate in resort-wide events, VIP programs, holiday activities, and themed experiences. 

• Assist leadership with ad hoc or one-of-a-kind projects as assigned. 

Qualifications 

• High school diploma or equivalent. 

• One year administrative experience preferred; hospitality and Delphi experience a plus. 

• Proficiency in Microsoft Office; knowledge of Amadeus/Salesforce preferred. 

• Strong multitasking, organization, and communication skills. 

• Ability to move throughout resort for deliveries and administrative needs. 

Personal Characteristics:

• Positive Attitude.
• Behaves ethically.
• Communicates effectively: Speaks and listens in a clear, thorough, and timely manner, effectively reading and writing, using the English language.
• Professional Appearance: Exhibits an appearance appropriate for a four diamond resort (Specific grooming standards are available for review).

The Arizona Grand Resort & Spa’s leaders and team members believe each guest should be treated with respect and professionalism. We create a genuine experience, enticing our guests to return again and again. In order to be successful at The Arizona Grand Resort & Spa, team members must share both our Purpose (Making Space for Genuine Hospitality) and Pillars (Hands On & Heartfelt, Sincere & Focused, Collaborative & Curious, and Conscientious). This includes possessing and demonstrating a high level of courtesy and respect for both internal and external guests. Our fun, friendly and enthusiastic team members treat every guest as if they were our only guest. A true customer focus is essential to success with our property.