Executive Assistant & Private Events Coordinator - The Hay-Adams : Job Details

Executive Assistant & Private Events Coordinator

The Hay-Adams

Job Location : Washington,DC, USA

Posted on : 2025-05-02T05:38:31Z

Job Description :

Steeped in rich history and surrounded by the most iconic institutions of our nation, The Hay-Adams is the downtown Washington, D.C. hotel for discerning guests. Enveloped by views of the White House, St. Johns Church, and the scenic Lafayette Park, the 5-star accommodations at The Hay-Adams are the embodiment of refined residence. Marked by Washington, D.C.s most accommodating amenities and dedicated services, The Hay-Adams is the boutique hotel of choice for the modern luxury traveler. The Hay-Adams offers an exceptional guest experience that goes beyond a good nights sleep.

We need you!

The Hay-Adams, where nothing is overlooked but the White House, is seeking a dynamic, inquisitive Executive Assistant. You will support our Executive Office, interact with guests at our Business Centre, assist our Director of Food & Beverage in selling our exclusive private dining room, and coordinate our VIP guest amenities. Never a dull moment in this fast-paced environment where you will interact with various departments and colleagues.

Specific Responsibilities:
  • Responsible for representing the Executive Office in a professional manner at all times.
  • Provide support to the General Manager and the Hotel Manager administratively. This may require coordinating and working with other departments to ensure that tasks are completed.
  • Plan, communicate and coordinate VIP arrival amenities.
  • Responsible for coordinating the Hotels childrens and long term stay program requirements.
  • Ensure the hotel florist maintains a quality product with correct pricing and billing.
  • Draft responses for Qualtrics guest satisfaction and other review platforms.
  • Receive all guests to the Business Center. Assist guests where needed with computer and printing requirements.
  • Maintain the business center and Executive meeting room.
  • Work with the F&B Director and Director of Restaurants in responding to any booking inquiries for The Lafayette PDR (Private Dining Room) and completing these bookings accordingly.
  • Create curated menus and set up payment information for all PDR bookings.
  • Communicate any important information about upcoming PDR events to appropriate departments.
  • Conduct outreach to existing Lafayette clientele for potential special events.
  • Assist in creating Marketing campaigns including social media postings highlighting the PDR.
  • Conduct follow-up calls after the PDR event completion to ascertain satisfaction. Share feedback with the Director of Restaurants and Food and Beverage.
  • Compile and maintain a Budget vs Actual spreadsheet of the Private Dining Room.
  • Conduct regular competitive set reviews to ascertain pricing and room rental rates are on par.
  • Perform any other reasonable duties as required and directed.
    • Qualifications:

    To perform this job successfully an individual must be able to perform each essential duty to a satisfactory standard. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Supervisory Responsibilities:

    This position has no supervisory responsibilities.

    Education and Experience:

    College degree required. Prior administrative experience preferred. Some previous Food and Beverage experience is helpful but not required.

    Computer Skills:

    Must have an excellent working knowledge of Microsoft Windows and Microsoft Office, including Word, Excel, and Outlook.

    Language Skills:

    Must have good knowledge of English, ability to both speak and write clearly in said language. Must have an excellent, calm professional telephone voice. Must be able to listen to or read instructions, memos, correspondence, and messages. Must have ability to write memos, correspondences, and messages.

    Mathematical Skills:

    Must have basic number knowledge, ability to add, divide, subtract and multiply basic two-digit numbers. Must be able to understand American weight, volume, and distance measurements.

    Reasoning Ability:

    Ability to carry out detailed instructions both written and oral, using common sense. Ability to deal with problems in a calm professional manner required.

    Physical Ability:

    Must be able to sit at a desk for extended periods of time. Must be able to bend, stoop, squat and stretch as needed to fulfill the job requirements.

    The Hay-Adams is proud to be an equal opportunity workplace dedicated to pursuing and hiring diverse professionals.

    Equal Opportunity Employer/Veterans/Disabled

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