Admin Assistant - The Carlysle

Guest Services • Naples, FL

11d • $82,160 - $82,160 • Onsite

About The Position

The Administrative Assistant is the first point of contact at the unit, and is responsible for the administrative tasks assigned to support the unit. The Administrative Assistant will keep records and execute administrative policies determined by or in conjunction with the Division Vice President and Hospitality Team. They will adhere to and promote GSI Hospitality Standards. This role involves managing the VP and Hospitality Manager’s calendar and independently scheduling appointments, screening incoming calls and correspondence, and responding independently when possible. The assistant will prepare memorandums outlining and explaining administrative procedures and policies to staff and monitor compliance. They will create and maintain database and spreadsheet files for revenue management and Sales and marketing, and run all required weekly and monthly reports for analysis and distribution. Additionally, this role acts as an onsite Human Resources representative, maintaining and executing changes to employee files, recruiting, and CORE oversight. The position requires taking and transcribing dictation, and composing and preparing confidential correspondence, reports, and other complex documents. The Administrative Assistant will arrange complex and detailed travel plans and itineraries, and compile documents for travel-related meetings for the VP and Hospitality Managers. They will also maintain office equipment and supplies, and are required to learn new software systems and become proficient as assigned. The role involves answering phones with a polished manner, accurately transferring a high volume of calls to the appropriate departments, and operating a multi-extension phone system. There is a possibility of travel if required and as needed by the Division. The Administrative Assistant will perform administrative tasks as assigned by the VP and Hospitality Managers and maintain awareness of safety issues, reporting them immediately to their manager.

Requirements

• High School Diploma or GED preferred or previous experience as an administrative assistant or related customer service position.
• Ability to calculate basic mathematical figures.
• Computer proficiency with the ability to utilize Microsoft Outlook, excel, Teams, Wordpress.
• Great interpersonal skills required, with the ability to communicate effectively with a wide variety of people.
• Ability to sit at a desk for the entire work day.
• Reading and writing work-related documents in English.
• Speech recognition and clarity, including the ability to understand the speech of customers and co-workers and the ability to speak clearly so that you can be understood by customers and co-workers in English.
• Constantly communicates and receives verbal communication.
• Lifting, carrying, and pushing up to 15 lbs. occasionally, up to 30 lbs. seldom.
• Occasionally stoop, kneel, or crouch.
• Use hands and arms to reach for, grasp, and manipulate objects.

Nice To Haves

• Ability to travel , if required ,a s needed by Division

Responsibilities

• Keep records and execute administrative policies determined by or in conjunction with the Division Vice President and Hospitality Team.
• Adhere to and promote GSI Hospitality Standards.
• Manage VP and Hospitality Manager’s calendar and independently schedule appointments.
• Screen incoming calls and correspondence, and respond independently when possible.
• Prepare memorandums outlining and explaining administrative procedures and policies to staff and monitors compliance.
• Create and maintain database and spreadsheet files for revenue management and Sales and marketing.
• Run all required weekly and monthly reports for analysis and distribution.
• Act as an onsite Human Resources : maintaining and executing changes to employee files, recruiting, CORE oversight.
• Take and transcribe dictation, and compose and prepare confidential correspondence, reports, and other complex documents.
• Arrange complex and detailed travel plans and itineraries, compile documents for travel-related meetings for VP and Hospitality Managers.
• Maintain office equipment and supplies.
• Learn new software systems and become proficient as assigned.
• Answer phones with a polished manner, and accurately transfer high volume of calls to the appropriate departments.
• Operate multi-extension phone system.
• Perform administrative tasks as assigned by VP and Hospitality Managers.
• Maintain awareness of safety issues, and report them immediately to your manager.

Benefits

• Equal Opportunity employer. All qualified applicants will receive consideration for employment and promotion without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.
• Commitment to Diversity, Equity, and Inclusion (DEI).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees