Executive Administrative Assistant - $50,000.00

About the role

Under the direct supervision of the General Manager (GM), the Executive Administrative Assistant provides administrative support for the GM and the executive management team. In addition to providing administrative support, this position will perform duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings and working on special projects. Also answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, and recommends changes in office practices or procedures.

Responsibilities

• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for the GM and other Executives.
• Gathers, creates and assembles meeting collateral as needed.
• Takes and distributes meeting minutes.
• Performs desktop publishing.
• Creates and develops visual presentations for the GM.
• Establishes, develops, maintains and updates filing system for the GM and the G&A department.
• Retrieves information from files when needed.
• Establishes, develops, maintains and updates library of trade journals, magazines, correspondence, etc.
• Organizes and prioritizes large volumes of information and calls.
• Manages social media responses for Trip Advisor and other guest survey/response platforms.
• Sorts and distributes mail; opens mail for the GM.
• Drafts written responses or replies by phone or e-mail when necessary.
• Responds to regularly occurring requests for information.
• Answers phones for GM; takes messages or fields/answers all routine and non-routine questions.
• Works in cooperation with other system development assistants to cover phones.
• Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior General Managers and chiefs.
• Handles confidential and non-routine information and explains policies when necessary.
• Works independently and within a team on special nonrecurring and ongoing projects.
• Acts as project manager for special projects at the request of the GM, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
• Manages the postal meter; runs end-of-the-month postage reports.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc.
• Proofreads copy for spelling, grammar and layout, making appropriate changes; responsible for accuracy and clarity of final copy.
• Supports market data analyst in maintenance of the department finances, including: copying check requests and sending to accounts payable, travel reimbursement, documenting corporate credit card expenses to corporate finance, writing checks and balancing the liquor checking account, submitting some invoices and contracts for payment.
• Provides guest services to internal and external guests, responding to requests for information and addressing issues.
• Makes reservations for Escalante Home Office, Investors, ICON members and other VIPs for visits.
• Coordinates room keys to be printed; performs pre-arrival room inspections and makes appropriate amenity requests.
• Maintains Outlook calendar(s) of GM and VPs for meetings, conference calls and activities.
• Updates management meeting schedule, PBX list and organization chart.
• Completes daily and monthly reports as needed.
• Gathers, sorts, reads and approves monthly donation requests; sends approved certificates, denied letters and maintains master logs for tracking and redemption of certificates.
• Sends guest invite-back letters and purchased gift letters and tracks in the master logs.
• Maintains company vehicles for cleaning, setting up maintenance calls and schedule of vehicle availability; renews registrations and registers new vehicles as they are purchased; maintains EZ Pass account.
• Manages corporate accounts with FedEx, Staples, Amazon, Ricoh and guest response systems.
• Assists other departments with projects as needed.
• Performs other duties as requested.

Qualifications

• Must be flexible and have excellent interpersonal skills.
• Possesses thorough knowledge of general office procedures.
• Ability to maintain confidentiality about all aspects of the job.
• Ability to complete tasks accurately and efficiently.
• Proficient using various Microsoft Office programs including Word, Excel and Outlook.
• Ability to use Internet for various job-related functions.
• Ability to learn comprehensive knowledge of property/department operation, personnel, procedures and policies.
• Possesses organizational skills.
• Must have professional appearance.
• Ability to sit for long periods of time — 60% of workday for an 8-hour shift.
• Ability to climb stairs — 5% of workday; lift boxes of materials of 25–50 lbs — 5% of workday; walk, reach, stand as necessary to perform job duties.
• High School Diploma.
• Past project coordination experience.
• Prior work experience with all levels of management.
• Capable of working nights, weekends, holidays to complete tasks as required.