Senior Administrative Assistant

Vail Resorts•Truckee, CA

About The Position

The Senior Administrative Assistant provides support to members of the resort Senior Leadership team and Hospitality teams. The role requires strong organization, guest-service awareness, discretion with executive-level communications, and the ability to manage multiple assignments and shifting deadlines. It supports resort training and communication programs, contract approvals, events, guest and community relations, and day-to-day administrative operations. The position also manages office equipment and upkeep, leases and payment schedules, subscriptions and memberships, and local records retention in coordination with departments and corporate.

Requirements

High school diploma or GED.
At least 3 years of previous administrative experience supporting an executive-level position.
Adequate knowledge of Microsoft Office Suite and computer software systems to complete assigned tasks.
Excellent written and verbal communication skills.
Excellent organizational skills.
Fluent English-language skills.
Impeccable time-management skills.
Strong foresight and emotional intelligence.
Ability to support the Leadership team.
Desire to learn and grow in the role and the community.

Nice To Haves

Familiarity with IQware, Canva, and Emma.

Responsibilities

Use computer software, including Microsoft Word, Outlook, PowerPoint, Excel, and Smartsheets, to support word processing, accounting data, project timelines, and other administrative applications.
Work with Hospitality teams to manage communications and announcements about upcoming commitments and responsibilities.
Maintain strict confidentiality in executive-level communications and use sound judgment when handling sensitive information.
Support resort training programs, communication plans, and management outreach.
Assist with preparing meeting binders, permits, contracts, reports, and other communications.
Perform routine office tasks, including operating a multi-line phone system, handling mail and email, maintaining phone indexes and filing systems, coordinating calendars and appointments, and arranging travel.
Send, receive, distribute, and dispose of mail for associations, owners, and department leaders.
Support the contract approval process by maintaining records and schedules and coordinating communication between departments.
Prioritize and manage multiple assignments with fluctuating, time-sensitive deadlines.
Assist with planning and coordinating events as needed.
Act as the main originator and manager of the Mountain Money process.
Handle guest and community relations duties, including telephone contact and preparing correspondence.
Maintain company calendars and schedules, including managers’ days off, the budget calendar, contact information, and organizational charts.
Work accurately and dependably under tight deadlines and changing priorities while maintaining a positive attitude.
Support front-line operations during high-volume periods as needed.
Manage office equipment, scheduled maintenance, and related service contracts; maintain and secure specialized office equipment.
Coordinate cleaning and upkeep of administrative offices.
Manage leases, lease payments, and payment schedules.
Manage subscription and membership accounts, such as magazine renewals, HOA dues, and Chamber dues.
Coordinate local records retention and management with departments and corporate.
Perform other duties as assigned.

Benefits

Free employee ski passes.
Discounted lift tickets for friends and family.
Free ski lessons.
Employee discounts on lodging, food, gear, and mountain shuttles.
401(k) retirement plan.
Employee Assistance Program.
Training and professional development.
Referral Program.
Health insurance, including medical, dental, and vision plans, for eligible full-time roles; eligible seasonal employees may qualify after working 500 hours.
Free ski passes for dependents in eligible full-time roles.
Critical illness and accident plans in eligible full-time roles.