1. Full-Time
  2. Permanent
  3. ACCOR
  4. Administration & Support


Fairmont San Jose, San Francisco, United States



Administrative Assistant



Company Description

Hotel Overview:

Two of San Francisco's most recognized icons, Ghirardelli Square and Fairmont Hotels & Resorts, have partnered to create the city's most distinctive and exciting luxury residential accommodations, Fairmont Heritage Place, Ghirardelli Square.

Join the Fairmont Heritage Place team and be part of providing the highest quality service to our owners and guests.  Fairmont Heritage Place Ghirardelli Square is a Private Residence Club with 53 one, two and three bedroom residences. 

What is in it for you:

  • Opportunity to develop your talent and grow within your property and across the world!
  • Ability to make a difference through our Corporate Social Responsibility activities, like Planet 21

Job Description

Reporting to the General Manager, the Administration Assistant will assist and support all aspects of Administration & General Departments including General Manager, Talent & Culture, Procurement, & Finance.


  • Organize and coordinate weekly executive meetings and monthly manager meetings including preparing agendas and presentations and taking minutes.
  • Produce meeting minutes for all HOA Board, Sub-Committees, & Joint Maintenance Committee meetings.  
  • Establish positive working relationships with outside contractors, and vendor partnerships.
  • Maintain accurate and up-to-date records of all vendor/contractor agreements and related documentation, including Critical Date List or equivalent.
  • Maintain accurate and up-to-date insurance policies and adhere to proper noticing to homeowners
  • Assist in Quarterly review of Critical Data Storage Files
  • Support the Procurement procedures by producing weekly ordering for Employee Lounge offering.  
  • Assist Finance & Talent & Culture with organization of confidential files, file storage and file disposal based on Accor and/or state guidelines
  • Backup support for bi-weekly payroll processing
  • Oversee daily mail intake and complete check drop procedures
  • Maintain project files, aid in collection, review, and organization of projects and deliverables.
  • Assist the General Manager with ad hoc project management as requested by the GM
  • Assist Talent & Culture with updating heart of house engagement collateral and signage ensure an engaging work culture and positive work environment.
  • Assist Talent & Culture with planning and execution of Annual Holiday Party and Long Service Awards
  • Assist Finance with updating Energy and Water consumption reports into Gaia 2.0 platform monthly
  • Interact with owners and guests professionally, delivering a high level of service.
  • Regular review and update of policies and procedures
  • Follow all California Corporations Code and David Stirling Civil Code in compliance with HOA Governance.
  • Follow all PCI Compliance measures
  • Accept responsibility for carrying out other duties as requested by the General Manager or Executive Committee.


Confidentiality and Professionalism:

• Handle sensitive information with the utmost confidentiality and discretion.

• Demonstrate a high level of professionalism in all interactions, both internal and external.


Compensation Range:

Hourly - $28 - $30/hr.


  • Previous experience in a similar role, Hotel/HOA environment preferred.
  • Demonstrated administration experience, Human Resources essential.
  • The ability to work autonomously and as part of a team.
  • High attention to detail and excellent Microsoft application skills.
  • Ability to build rapport with internal and external stakeholders
  • The ability to always project a professional image through personal presentation / interpersonal skills.
  • The ability to work outside of normal business hours, when required
  • Excellent numeracy, verbal and written communication skills.
  • Has the ability and willingness to undertake further development.

Additional Information

Our commitment to Diversity & Inclusion:
We are an inclusive company and our ambition is to attract, recruit and promote diverse talent.

Why work for Accor?
We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor’s limitless possibilities.

By joining Accor, every chapter of your story is yours to write and together we can imagine tomorrow's hospitality. Discover the life that awaits you at Accor, visit  https://careers.accor.com/

About Fairmont Hotels & Resorts:  At Fairmont Hotels & Resorts we offer our guests the finest hospitality experience in each of our destinations.  And we know that, to offer our guests the best, we first need to offer our employees the best.  That's why you'll find exceptional work opportunities - throughout North America and the Caribbean, Europe and Africa the Middle East and Asia Pacific - as well as industry - leading training, career development, recognition and rewards.  Fairmont Hotels & Resorts is a celebrated collection of hotels that includes landmark locations like London's The Savoy, New York's The Plaza, and Shanghai's Fairmont Peace Hotel.  Our teams are guided by values of Respect, Integrity,  Teamwork and Empowerment;  we employ the highest ethical and quality standards, treating all colleague with fairness and dignity.  A community and environmental leader, Fairmont is also regarded for its responsible tourism practices and award - winning Green Partnership program.  An exciting future awaits!

Persons who anticipate needing accommodations for any part of the application or interview may contact, in confidence 

Do what you love, care for the world, dare to challenge the status quo!  #BELIMITLESS

All your information will be kept confidential according to EEO guidelines.

Diversity & Inclusion for Accor means welcoming each and everyone and respecting their differences by giving priority only to qualities and skills in extending employment and development opportunities. Our ambition is to provide meaningful employment, a warm and welcoming culture, excellent working conditions and to promote the development of all people, including those with disabilities.
When applying, do not hesitate to let us know of any specific needs you may have so that we can take them into consideration.


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