Admin Assistant I - Facilities

Hard Rock International•Sacramento, CA

8h•Onsite

About The Position

Overview The incumbent in this position is responsible for providing clerical support; maintains correspondence files, inventories of printed material, assigned projects, spreadsheets, HotSOS and budget files. Relieves the Director, Chief Engineer and EVS Manager of administrative and business details and maintains confidentiality. Responsibilities ESSENTIAL FUNCTIONS: (These functions are intended as a general illustration of the work performed in this job classification and are not all inclusive for this position) Creates an atmosphere that induces guests to make Hard Rock Hotel & Casino Sacramento at Fire Mountain their choice for gaming entertainment; responsible for actively building and retaining cross departmental and vendor relationships and acts as a mentor to team members to provide superior customer service. Maintains office administrative duties, including answering phones; making travel arrangements and reservations; making appointments, greeting vendors (including determining nature of business); composing and sending correspondence and statistical reports; 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 schedule to allow the Director of Facilities the use of time more efficiently for matters relevant to the successful operations and financial management of Hard Rock Hotel & Casino Sacramento at Fire Mountain. Composes memos and letters, under general direction for final approval and signature, ensuring effective preparation and presentation of information. Purchases & orders supplies and other items needed by department, authorizing purchase orders within guidelines to ensure timely procurement of necessary items. Plans and coordinates meetings which include gathering, compiling, and organizing all required information and creating presentation material. Manages HotSOS by entering new team members and deleting those who are no longer with the company. Manages the backlog, PM schedules, enters new issues in HotSOS and monitors/provides the reporting to various departments. Performs all duties in a confidential manner. Gathers and edits monthly reports from and prepares final reports for the Directors approval. Attend and participate in meetings, completing follow up as assigned. Perform work regularly and predictably. Adheres to a predictable work schedule. Attend seminars when needed. Responsible for cleaning and sanitizing work and public spaces. Other duties as assigned.

Requirements

High school education or equivalent.
Minimum of 5 years’ experience in a secretarial or administrative capacity.
Must obtain and maintain valid licenses / certifications per Federal, State and ERGC Gaming regulations.
Must successfully pass background check.
Must successfully pass drug screening.
Must be at least twenty-one (21) years of age.
Must be able to work holidays and weekends, as well as flexible shifts and/or unusual hours.
Microsoft Office Suite and other software systems.
Independently initiating, following up on, and completing assignments as well as special projects.
Strong understanding of the gaming industry and the Hard Rock brand.
Basic mathematical functions.
Sound interpersonal judgment and decision-making skills in directing administrative tasks, using discretion when necessary, understanding the potential impact on the department.
Type 45 to 65 wpm.
Ability to communicate effectively with external contacts and all levels of team members
Use all required office equipment in an effective and efficient manner.
Work with various computer applications and programs.
Review and comprehend all necessary documentation.
Compose, type, route, and file correspondence, etc.
Be flexible to work varying shifts and time schedules as needed.
This position spends time on the casino floor and is subject to varying levels of crowds and noise, and the smoking environment which depends upon guest volume.
Perform effectively in a fast-paced environment.
Interface professionally with business contacts and customers.
Obtain and maintain all licenses / certifications per Federal, State, and Gaming regulations.

Nice To Haves

Four years of experience in an executive assistant capacity preferred.
Experience working with facilities department preferred.
College degree preferred.
Prior experience in the Gaming industry strongly preferred.
Prior experience in Tribal Gaming preferred.

Responsibilities

Creates an atmosphere that induces guests to make Hard Rock Hotel & Casino Sacramento at Fire Mountain their choice for gaming entertainment; responsible for actively building and retaining cross departmental and vendor relationships and acts as a mentor to team members to provide superior customer service.
Maintains office administrative duties, including answering phones; making travel arrangements and reservations; making appointments, greeting vendors (including determining nature of business); composing and sending correspondence and statistical reports; 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 schedule to allow the Director of Facilities the use of time more efficiently for matters relevant to the successful operations and financial management of Hard Rock Hotel & Casino Sacramento at Fire Mountain.
Composes memos and letters, under general direction for final approval and signature, ensuring effective preparation and presentation of information.
Purchases & orders supplies and other items needed by department, authorizing purchase orders within guidelines to ensure timely procurement of necessary items.
Plans and coordinates meetings which include gathering, compiling, and organizing all required information and creating presentation material.
Manages HotSOS by entering new team members and deleting those who are no longer with the company. Manages the backlog, PM schedules, enters new issues in HotSOS and monitors/provides the reporting to various departments.
Performs all duties in a confidential manner.
Gathers and edits monthly reports from and prepares final reports for the Directors approval.
Attend and participate in meetings, completing follow up as assigned.
Perform work regularly and predictably. Adheres to a predictable work schedule.
Attend seminars when needed.
Responsible for cleaning and sanitizing work and public spaces.
Other duties as assigned.