As an Administrative Assistant, you will be responsible for developing an environment that creates excitement for internal and external guests.  In this position, you will also be responsible for assisting the Executive Office.  This individual will provide clerical support and maintain correspondence files, inventories of office supplies, assigned projects, and spreadsheets. This individual will also relieve the General Manager of Private Homes of administrative details. The Administrative Assistant also has the ability to exercise good judgement in a variety of situations - utilizing strong written and verbal communication skills while balancing multiple competing priorities.

ESSENTIAL FUNCTIONS:

(The following statements are intended as general illustrations of the work in this job class and are not all-inclusive for this position.)

Deliver internal and external guest service the Nemacolin way. Goes above and beyond – whether for an associate or guest. Maintains office administrative duties, including answering phones; making travel arrangements and reservations; making appointments, greeting visitors (including determining nature of business); composing and sending correspondence; recording of minutes of meetings; sorting, preparing and prioritizing mail; and maintaining files, to ensure effective preparation of materials, flow of information, and management of schedules. Processes donation requests in a timely manner – manages donations archive, check requests, gift certificates Places amenity orders for VIP guests Purchases supplies and other items needed by department, authorizing purchase orders within guidelines to ensure timely procurement of necessary items. Occasionally managing small project and coordinating of all the necessary materials Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion – often with deadline pressures. Ability to use all required office equipment in an effective and efficient manner. Excellent attention to detail and ability to multi-task in high-pressure situations. Ability to compose, type, route, and file correspondence, etc. Ability to communicate effectively and professionally with external contacts and all levels of associates. Ability to work under high-pressure situations and maintain confidentiality. Expert level communication skills – proper and professional written and verbal communication skills. Able to review and comprehend all necessary documentation. Expert at various computer applications and programs. Demonstrates independent and advanced decision-making for complex problems by utilizing critical thinking, analysis and problem-solving. Outstanding time-management skills, with proven ability to accomplish numerous tasks and challenging priorities in an effective and timely manner; demonstrated ability to execute on short-term, deadline-driven tasks daily, as well as important long-term projects requiring collaboration from multiple parties. Ability to hand confidential information with discretion and tact. Expert level in Microsoft Office (Outlook, Word, Excel, and PowerPoint) as well as Adobe Acrobat. Other job duties as assigned.

 

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

Bachelor’s Degree preferred. Ability to complete skill testing with near perfect scores. Knowledge of and ability to operate Microsoft Office Programs – Word, Excel, PowerPoint, etc. Ability to perform basic mathematical functions. Ability to transcribe dictation to typed copy. Independently initiates, follows-up on, and complete assignments as well as special projects. Ability to perform effectively in a fast-paced environment. Strong organizational skills. Ability to effectively perform multiple tasks. Ability to interface professionally with business contacts and customers. Strong understanding of hospitality industry helpful. Demonstrates interpersonal sound judgment and decision-making skills in directing administrative tasks, using discretion when necessary, understanding the potential impact on the department.

 

These skills and abilities are typically acquired through the completion of a bachelor’s degree or equivalent, as well as through a minimum of five years of experience in a secretarial or administrative capacity.  Four years’ experience in an executive assistant capacity preferred.

This job description cannot possibly include a complete comprehensive listing of all the activities, duties or responsibilities that may be required by the organization and/or members of management. It reflects management’s assignment of essential functions, but it does not prescribe or restrict the additional tasks that may be required.