Administrative Assistant

Vail Resorts • Truckee, CA

4d • $21 - $26

About The Position

The Administrative Assistant, Mountain Operations is a full-time, year-round role that provides high-level administrative, purchasing, and coordination support primarily for the Senior Director of Mountain Operations and the broader Mountain Operations leadership team. This position thrives in a fast-paced environment and is responsible for managing details with accuracy and follow-through, maintaining confidentiality, and proactively anticipating needs to improve leadership efficiency and the employee experience.

Requirements

• High school diploma or equivalent required
• 2+ years of administrative support experience, including supporting senior leadership (operations, HR support, or purchasing support preferred)
• Strong computer skills, including Microsoft Office (Outlook, Excel, Word) and Microsoft Teams/SharePoint
• Experience with administrative systems such as Concur, Coupa, and/or OnBase (or ability to learn quickly)
• Comfort supporting timekeeping/Time & Labor processes; high attention to detail and data accuracy
• Excellent written and verbal communication skills; strong customer service mindset
• Demonstrated ability to manage multiple priorities in a fast-paced environment with shifting deadlines
• Professionalism, reliability, and ability to maintain strict confidentiality

Nice To Haves

• Resort experience and/or Mountain Operations familiarity preferred

Responsibilities

• Provide day-to-day administrative support primarily for the Senior Director of Mountain Operations; manage priorities, deadlines, and confidential information with professionalism and discretion
• Own the Senior Director’s calendar: schedule meetings, build agendas, coordinate logistics, and capture/distribute notes and follow-ups as needed
• Coordinate travel and itineraries as needed; prepare materials and ensure readiness for leadership meetings, presentations, and operational briefings
• Support purchasing and expense processes for the Senior Director’s organization, including quotes, vendor communication, order placement, receipt tracking, and invoice follow-up (e.g., Coupa, OnBase, P-Card/T&E, Concur)
• Maintain tracking tools for operational expenditures (OPEX) and provide administrative support for budget reporting and reconciliations as requested
• Provide timekeeping and Time & Labor support for Mountain Operations leadership (e.g., daily edits, PTO/sick/holiday entries as requested, interdepartmental labor allocations, and reminders for approvals)
• Assist with hiring and onboarding coordination for the department, including requisitions, interview scheduling, candidate communication, and maintaining accurate hire details (e.g., Paradox/SuccessFactors as applicable)
• Maintain departmental trackers and documentation (contracts, permits, licenses, agreements, fees, and key annual deadlines); support internal and external reporting as assigned
• Draft and distribute communications on behalf of the Senior Director and/or leadership team (updates, reminders, and key timelines); maintain distribution lists and contact directories
• Create, organize, and maintain shared resources (SharePoint/Teams folders, Smartsheets, SOPs, phone lists, radio handles) to support consistent operations
• Serve as a liaison across departments to support smooth communication and deliverables; escalate issues as appropriate
• Support employee experience and recognition efforts (communications, events, celebrations) and assist with peak-period resort operations as needed
• Serve as a primary point of contact for the Senior Director’s office; triage requests, route information appropriately, and ensure timely follow-through.
• Other duties as assigned.

Benefits

• Free passes for employees, employee discounted lift tickets for friends and family AND free ski lessons
• MORE employee discounts on lodging, food, gear, and mountain shuttles
• 401(k) Retirement Plan
• Employee Assistance Program
• Excellent training and professional development
• Referral Program
• Health Insurance; Medical Insurance, Dental Insurance, and Vision Insurance plans (for eligible seasonal employees after working 500 hours)
• Free ski passes for dependents
• Critical Illness and Accident plans

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees