Executive Administrative Assistant - $50,000.00 at Kingsmill Resort

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Executive Administrative Assistant - $50,000.00

Williamsburg, Virginia, United States | Full-time

Executive Administrative Assistant

Summary:

Under the direct supervision of the General Manager (GM), the Executive Administrative Assistant provides administrative support for the GM and the executive management team. In addition to providing administrative support, this position will perform duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

Responsibilities:

Schedules and organizes complex activities such as meetings, travel, conferences and department activities for the GM and other Executives. Gather, create and assemble meeting collateral as needed. Take and distribute meeting minutes.
Performs desktop publishing. Creates and develops visual presentations for the GM.
Establishes, develops, maintains and updates filing system for the GM and the G&A department. Retrieves information from files when needed. Establishes, develops, maintains and updates library of trade journals, magazines, correspondence, etc.
Organizes and prioritizes large volumes of information and calls.
Manages social media responses for Trip Advisor and other guest survey/response platforms.
Sorts and distributes mail. Opens mail for the GM. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information
Answers phones for GM. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.
Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior General Managers and chiefs. Handles confidential and non-routine information and explains policies when necessary.
Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the GM, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
Manages the postal meter. Runs end of the month postage reports.
Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
Supports market data analyst in maintenance of the department finances. Activities include: copying check requests and sending to accounts payable travel reimbursement, documenting corporate credit card expenses to corporate finance, writing checks and balancing the liquor checking account. Submits some invoices and contracts for payment.
Guest Services...provides services to internal and external guests responding to requests for information and addressing issues. Make reservations for Escalante Home Office, Investors, ICON members and other VIPs for visits. Coordinates room keys to be printed. Performs pre-arrival room inspections and makes appropriate amenity requests.
Maintain Outlook calendar(s) of GM and VP’s for meetings, conference calls and activities. Update management meeting schedule, PBX list and organization chart.
Complete daily and monthly reports as needed.
Gather, sort, read and approve monthly donation requests. Send approved certificates, denied letters and maintain master logs for tacking and redemption of certificates. Send guest invite back letters and purchased gift letters and track in the master logs.
Maintain company vehicles for cleaning, setting up maintenance calls and schedule of vehicle availability. Renew registrations and register new vehicles as they are purchased. Maintain 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.

Qualifications:

Must be flexible and have excellent interpersonal skills,
Possess thorough knowledge of general office procedures
Ability to maintain confidentiality about all aspects of job
Ability to complete tasks accurately and efficiently
Proficient using various Microsoft Office programs including Word, Excel and Outlook
Ability to use Internet for various job-related functions
Ability to learn comprehensive knowledge of property/department operation, personnel, procedures and policies
Possess organizational skills
Must have professional appearance
Ability to sit for long periods of time – 60% of workday for an 8 hour shift
Ability to climb stairs – 5% of workday, lift boxes of materials of 25 – 50 lbs – 5% of workday, walk, reach, stand, as necessary to perform job duties
High School Diploma
Past project coordination experience
Prior work experience with all levels of management
Capable of working nights, weekends, holidays to complete tasks as required

Application Form

First Name *

Middle Name

Last Name *

Address *

City *

State *

Zip *

Email *

Phone(s) *

Resume

Date available for employment *

Are you either a U.S. citizen or an alien who has the legal right to work in the job for which you are applying? All applicants who are conditionally offered employement will be required to produce documentation establishing their lawful right to work in the job for which they have been hired within seventy-two hours after an offer of employment is made. *

Have you previously applied for employment or been employed by Escalante Golf? *

Name of most recent employer

Most recent employer/address/city/state/zip

Position and dates of employment

Specific job duties

Reason for leaving or wanting to leave recent employer

Immediate supervisor (Name and Title)

If presently employed, may we contact your employer?

2 Previous employer

2 Previous employer address/city/state/zip

2 Previous employer position and dates of employment

2 Specific job duties

2 Reason for leaving position

2 Immediate supervisor (Name and Title)

3 Previous employer

3 Previous employer address/city/state/zip

3 Specific job duties

3 Reason for leaving position

3 Previous employee position and dates of employment

3 Immediate supervisor (name and title)

High School Attended/Course or Degree/Academic Average

College(s) Attended/Course and Degree/Academic Average

Please list any other educational training

List any special skills or certifications that you may have received.

List any Miltary Service/Technical Specification/Rank/Date Entered/Date Discharged

Please provide four references including, business, professional, academic. If you do ot have such referenes, please give a sufficient number of personal references to bring the total references to four. Do not include relatives. Please include their name, address, phone number, email, relationship and the years known.

I hearby certify that all data contained in this application for employment is true and complete. I understand that any falsification may jeopardize my chance for employment or result in immediate dismissal if I am already employed. *

I authorize a thorough investigation in connection with this application concerning my character, general reputation and background, criminal record, credit history and personal characteristics, whichever may be applicable. *

I agree to indemnify Escalante Golf against any claim or other employers, which might result from making such investigations. *

Further, I authorize my former employers to furnish a history of my employment with them and the reasons for the termination thereof. Moreover, I release from all liability and responsibility all persons and entities on this application, including my present employers, if contact with them is authorized by me above. *

I understand that this is not a contract of employment; however, if I am employed by Escalante Golf, I agree to conform to the rules and regulations of Escalante Golf and I understand that I have the right to terminate my employment at any time, with or without cause, and that Escalante Golf has a similar right. *

I also understand that employment with Escalante Golf is contingent upon the successful completion of a drug screen, criminal and credit history background check. *

This application is current for ninety days. After that time, if I have not heard Escalante Golf, I understand it will be necessary for me to complete a new application if I still wish to be considered for employment. *

Please list anyone who referred you to Kingsmill.

Are you a member of The Club at Kingsmill?

Kingsmill Resort

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Application Form