Office Assistant, Office of the General Manager

San Manuel • Highland, CA

3d • Onsite

About The Position

Under the direction of the Supervisor Executive Administration, the Office Assistant, Office of the General Manager (OGM), provides high-level administrative and professional support to the OGM. The position enhances the OGM’s effectiveness through the execution of a variety of complex administrative duties requiring sensitivity, initiative, and independent judgment. The incumbent will support the management team’s priorities, facilitating the development of relevant policies and actions. The Office Assistant will be responsible for performing a wide range of office support activities for the department's management and executives to facilitate the efficient operation of the department. Projecting a professional image through in-person and phone interaction, the Office Assistant will interact with internal and external customers, providing consistent and timely information to the OGM executives.

Requirements

• High School Diploma or equivalent (GED) required.
• Minimum of three (3) years of progressive administrative support required.
• Strong computer skills with proficiency in Microsoft Suite of Products – specifically Word, Outlook, PowerPoint, and Excel.
• Experience with internet web navigation applications and acquaintance with other business software.
• Demonstrated ability and experience to perform efficiently in a fast-paced, high-demand environment.
• Ability to establish high trust and credibility in the organization. Proven ability to exercise good judgment and discretion, analyzing and resolving confidential, difficult, and sensitive situations with grace, diplomacy, and tact.
• Proactive and resourceful; Ability to work autonomously.
• Polished and professional demeanor in person, online, and via phone with exceptional verbal and written communication skills, including strong spelling and grammatical skills.
• Highly organized with strong strategic prioritization, planning, and time management skills including the ability to react appropriately to situations and events that require quick response or turnaround is essential.
• Must be adaptable to the varied schedule and changing priorities of the office of the GM.
• A valid driver's license and vehicle insurance with minimum liability limits is required.

Nice To Haves

• Associate's degree preferred.
• Experience having supported Director-level or C-Suite Executives is highly preferred.

Responsibilities

• Prepares and processes business forms and documents such as memorandums, travel requests, expense reports and tracking, requisitions, wire transfers, contracts, purchase orders, supply orders, work orders, asset acquisition forms, etc.; Designs, develops, and maintains spreadsheets requiring data interpretation and manipulation; Drafts from dictation, notes, verbal instructions or independently, correspondence including memoranda, reports, letters, forms, and presentations; Conducts and analyzes print and Internet research and prepares related materials and reports for review; Prepares, reproduces and distributes materials as necessary; Organizes and maintains executive files, calendars, meeting minutes and other confidential records and databases through document retention systems.
• Welcomes guests and acts as liaison for any visitors to the office of the GM, contacts the party they need and escorts them to their location; Interacts with all levels within the organization, including the CEO, BC, EA, General Manager, senior executives and department heads, Tribal Citizens, and professional and support staff as needed; Follows-up with management on pending information or requests; Receives and places calls, answering or directing inquiries as appropriate; provides routine factual information concerning procedures or functions; Screens incoming calls, visitors, mail and correspondence for the office of the GM; takes messages, redirects calls or provides information as appropriate; Maintains associates’ confidence and protects operations by keeping information confidential.
• Arranges and assists in planned meetings; ensuring the OGM conference room is appropriately appointed for any meetings taking place, coordinating with IT/AV as needed and that meeting times are adhered to; prepares summaries of meetings and conferences as needed or directed; Scheduling appointments and coordinate calendars as appropriate, organize programs, and inventory, coordinate participation in events and/or conferences, arrange for facilities and catering, and issue information and invitations; Coordinates travel arrangements as per internal protocols. Responsible for ordering and inventory of office supplies within the conference rooms, and other occupied space within the OGM.
• Performs other duties as assigned to support the efficient operation of the department.

Benefits

• As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today!

What This Job Offers

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