Executive Administrative Assistant - $50,000.00

Kingsmill Resort • Williamsburg, VA

10d • $50,000

About The Position

Under the direct supervision of the General Manager (GM), the Executive Administrative Assistant provides administrative support to the GM and executive management team. The role also handles financial record keeping, meeting and conference coordination, supplies, direct mailings, and special projects. It responds to non-routine correspondence and assembles highly confidential and sensitive information, while interacting with important external callers and visitors and internal contacts at all organizational levels. Independent judgment is required to plan, prioritize, and organize a varied workload and recommend changes to office practices or procedures.

The position supports guest services, department finances, executive calendars, corporate accounts, company vehicles, records, and reporting. It works independently and with a team on ongoing and one-time projects and performs other duties as requested.

Requirements

• High school diploma.
• Past project coordination experience.
• Prior work experience with all levels of management.
• Flexibility and excellent interpersonal skills.
• Thorough knowledge of general office procedures.
• Ability to maintain confidentiality about all aspects of the job.
• Ability to complete tasks accurately and efficiently.
• Proficiency with Microsoft Office programs, including Word, Excel, and Outlook.
• Ability to use the Internet for job-related functions.
• Ability to learn comprehensive knowledge of property and department operations, personnel, procedures, and policies.
• Organizational skills.
• Professional appearance.
• Ability to sit for long periods (60% of an eight-hour shift), climb stairs (5%), lift boxes weighing 25–50 pounds (5%), and walk, reach, and stand as needed.
• Ability to work nights, weekends, and holidays as required to complete tasks.

Responsibilities

• Schedule and organize meetings, travel, conferences, and department activities for the GM and other executives; gather and assemble meeting materials and distribute minutes.
• Perform desktop publishing and create visual presentations for the GM.
• Establish, maintain, and update filing systems and a reference library; retrieve information and organize large volumes of information and calls.
• Manage responses on Trip Advisor and other guest survey and response platforms.
• Sort and distribute mail, open mail for the GM, draft responses, answer phones, take messages, and respond to routine and non-routine questions and information requests.
• Coordinate phone coverage with other system development assistants.
• Serve as a liaison with other departments and outside agencies, including senior executives; handle confidential information and explain policies as needed.
• Manage special projects at the GM's request, including coordinating presentations, disseminating information, arranging direct mailings, and creating brochures.
• Manage the postal meter and prepare end-of-month postage reports.
• Prepare and format correspondence, memos, charts, tables, graphs, and business plans; proofread and ensure accuracy and clarity of final copy.
• Support the market data analyst with department financial maintenance, including check requests, travel reimbursements, corporate credit card expense documentation, check writing, liquor account balancing, and invoice and contract submissions.
• Respond to internal and external guest requests and issues; arrange VIP and other visitor reservations, coordinate room keys, conduct pre-arrival room inspections, and request amenities.
• Maintain the GM's and vice presidents' Outlook calendars, management meeting schedule, PBX list, and organization chart.
• Complete daily and monthly reports as needed.
• Review monthly donation requests; send approved certificates and denied letters and maintain tracking and redemption logs.
• Send guest invitation-back and purchased gift letters and track them in master logs.
• Maintain company vehicles, including cleaning, maintenance scheduling, availability scheduling, and vehicle registration; maintain the EZ Pass account.
• Manage corporate accounts with FedEx, Staples, Amazon, Ricoh, and guest response systems.
• Assist other departments with projects and perform other duties as requested.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: High school or GED