Overview
This position is responsible for providing high-level administrative support to the General Manager and Assistant General Manager by preparing statistical reports, conducting research, organizing special projects, handling information requests, and performing clerical functions as needed, as well as providing administrative support to the Booking and HR departments as needed(e.g. Contracts/correspondence generation, employee records, recruitment support, employee relations support, new hire onboarding).
This role will pay a wage of $18 to $25.
For FT roles: Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 11 holidays).
Responsibilities
Provides independent administrative support of the day-to-day activities of the General Manager (GM) and Assistant General Manager (AGM) to maximize executive productivity and ensure department efficiency.
Effectively manages the GM’s and/or AGM’s calendars, acting independently to routinely schedule appointments and arrange any necessary travel itineraries.
Acting as the facility receptionist/switchboard – answers all telephone calls and greets guests and patrons to the facility.
Inventory and order office supplies as needed, including supplies and upkeep of coffee machines.
Acts as the GM’s and/or AGM’s liaison with employees, the City/Urban Government offices and staff, and other committees, facility users, and the general public.
Performs office manager tasks including drafting letters, memos, invoices, reports, expense reports, and other documents for the GM/AGM.
Receives incoming communication, mail or memos on behalf of senior staff and reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
Supports with answering employee general information/policy related questions, compiles and reviews building and employee documents, and supports escalation of issues in an open door process.
Assists employees in creating and/or accessing their email and ADP accounts, and troubleshooting log in issues, and/or time clock issues, by working with Corporate IT.
Supports the facility in the administration of the employee recognition and employee moral building activities.
Ensures complete confidentiality and security of personal/private/protected employee and building information, documentation, and communication.
Exercises tact and diplomacy in dealing with sensitive, complex, and confidential personnel and building issues.
Under the direction of HR, the GM, or AGM, responds to employee inquiries regarding policy or rule application in a timely, professional, courteous and helpful manner.
Is thoroughly familiar with company policies and procedures and assists in the implementation and interpretation of these policies, procedures, and practices.
Manages incoming and outgoing mail submission, distribution, and retrieval/drop off as needed.
Support booking with contract management, documentation for upcoming event needs such as COI, Ungerbock entry, compliance, and contractual requirements.
Creates, types, proofreads, and files the GM’s and/or AGM ‘s written communications.
Prepares clear, concise, timely reports, correspondence, and other written materials.
Establishes and maintains effective, positive working relationships with those contacted in the course of work.
Creates, types, proofreads, and files the board agendas, minutes, and documents.
Provides administrative support for board chair and board committees, as needed.
All other duties/responsibilities as assigned by the GM, AGM, HR, or Booking.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Some college; Bachelor’s degree preferred or equivalent experience.
5+ years of executive level support experience; hospitality industry experience preferred
Excellent written and verbal communication skills.
Excellent time management skills with a proven ability to meet deadlines.
Ability to function well in a high-paced and at times stressful environment.
Extensive knowledge of office administration, clerical procedures, and recordkeeping systems
Must be organized, self-directed, dependable, flexible and able to work in a fast-paced, professional work environment.
Detail-oriented and strong organizational skills.
Exhibits a high degree of confidentiality, tact and diplomacy.
Ability to adapt to new concepts and exhibit resourcefulness/initiative in problem-solving.
Calm and focused; able to work under pressure and be able to interface with staff and clients.
Versed in proper office/organizational/business etiquette.
Excellent administrative and general office skills.
General knowledge of HR protocols and practices.
Advanced proficiency using Microsoft Office Products (Word, Excel, PowerPoint, and Outlook).