Executive Administrative Assistant - $50,000.00

Kingsmill Resort•Williamsburg, VA

12d

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 includes financial record keeping, coordinating meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. The assistant handles non-routine correspondence and highly confidential and sensitive information, and interacts with important external callers and visitors as well as 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.

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, approximately 60% of an eight-hour shift.
Ability to climb stairs approximately 5% of the workday; lift boxes weighing 25–50 pounds approximately 5% of the workday; and walk, reach, and stand as needed to perform job duties.
Capable of working nights, weekends, and holidays as required to complete tasks.

Responsibilities

Schedule and organize complex activities, including meetings, travel, conferences, and department activities for the GM and other executives; gather and assemble meeting materials; take and distribute meeting minutes.
Perform desktop publishing and create visual presentations for the GM.
Establish, develop, maintain, and update filing systems for the GM and the G&A department, retrieve files as needed, and maintain a library of trade journals, magazines, and correspondence.
Organize and prioritize 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 written responses or reply by phone or email when necessary; and respond to routine requests for information.
Answer phones for the GM, take messages, and handle routine and non-routine questions; coordinate phone coverage with other system development assistants.
Liaise with other departments and outside agencies, including high-level staff; handle confidential and non-routine information and explain policies when necessary.
Work independently and as part of a team on special and ongoing projects; manage special projects at the GM’s request, which may involve planning presentations, disseminating information, coordinating direct mailings, and creating brochures.
Manage the postal meter and prepare month-end postage reports.
Type and design correspondence, memos, charts, tables, graphs, and business plans; proofread and edit copy for spelling, grammar, layout, accuracy, and clarity.
Support the market data analyst with department financial records, including check requests, travel reimbursements, corporate credit card expenses, liquor account checks and balancing, and submission of invoices and contracts for payment.
Provide guest services to internal and external guests by responding to information requests and addressing issues; make reservations for the Escalante Home Office, investors, ICON members, and other VIPs; coordinate room keys, pre-arrival room inspections, and amenity requests.
Maintain the GM’s and VPs’ Outlook calendars; update management meeting schedules, PBX lists, and organization charts.
Complete daily and monthly reports as needed.
Review and approve monthly donation requests; send approved certificates and denial letters; 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, registration renewals, new vehicle registration, and the EZ Pass account.
Manage corporate accounts with FedEx, Staples, Amazon, Ricoh, and guest response systems.
Assist other departments with projects as needed.
Perform other duties as requested.