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Administrative Assistant


   Closing Date: Jan. 18, 2018

Division:Guest Services, Inc. Hospitality
Job Location: All Counties in
Employment Type:Part Time
Salary Range:DOE
Benefits:For full time employees: a choice of medical benefits, dental and vision, 401k savings plan, and much more

Description:

JOB SUMMARY

The Administrative Assistant is the first point of contact at the unit, and is responsible for the administrative tasks assigned to support the unit.  

ESSENTIAL FUNCTIONS

  • Keep official Association records and execute administrative policies determined by or in conjunction with the Managing Director.
  • Adhere to and promote GSI Hospitality Standards. 
  • Manage Unit Manager’s calendar and independently schedule appointments.  Screen incoming calls and correspondence, and respond independently when possible.
  • Act as information source on unit operations, policies and client/vendor contracts. Handle confidential information to include payroll, accounting and HR.  Perform normal office functions such as setting up and maintaining alphabetical, numerical and/or subject files; interviewing callers and making proper referrals; ordering office supplies; and receiving, referring, or answering mail
  • Manage the preparation and timely submission of accounting, payroll, benefits administration and other data to the respective departments following prescribed procedures and formats.  Assist with processing newly hired employees.
  •          Prepare memorandums outlining and explaining administrative procedures and policies to staff and monitors compliance.
  •          Direct preparation of records such as agenda, notices, minutes, and resolutions for Board meetings. 
  •          File and maintain Association documents and records.  Create and maintain database and spreadsheet files.
  •          Act as an onsite Human Resources contact: maintaining and executing changes to employee files, preparing new hire packages, and coordinating benefits.   
  •          Take and transcribe dictation, and compose and prepare confidential correspondence, reports, and other complex documents.
  •          Arrange complex and detailed travel plans and itineraries, compile documents for travel-related meetings, and accompany supervisor when requested.
  •          Maintain office equipment and supplies.   
  •          Greet visitors in a pleasant manner.
  •          Answer phones with a polished manner, and accurately transfer high volume of calls to the appropriate departments. Operate multi-extension phone system.
  •          Perform administrative tasks as assigned by Unit Manager.
  •          Maintain awareness of safety issues, and report them immediately to your manager. 

 

SKILL AND KNOWLEDGE REQUIREMENTS INCLUDE

  •          High School Diploma or GED preferred or previous experience as an administrative assistant or related customer service position.  Ability to calculate basic mathematical figures. 
  •          Computer proficiency with the ability to utilize Microsoft Outlook. 
  •          Great interpersonal skills required, with the ability to communicate effectively with a wide variety of people.

 

Physical and Mental Requirements

  •          Ability to sit at a desk for the entire work day. 
  •          Reading and writing work-related documents in English.
  •          Speech recognition and clarity, including the ability to understand the speech of customers and co-workers and the ability to speak clearly so that you can be understood by customers and co-workers in English.
  •          Constantly communicates and receives verbal communication.
  •          Lifting, carrying, and pushing up to 15 lbs. occasionally, up to 30 lbs. seldom.
  •          Occasionally stoop, kneel, or crouch. 
  •          Use hands and arms to reach for, grasp, and manipulate objects.

 

Equipment Used

  •          Typical office equipment (computers, multi-extension phone system, fax, copiers, scanners, among others).

Guest Services offers competitive pay and excellent benefits, including Paid Time Off and a generous 401(k) Match.

 

Veterans, Minorities, People with Disabilities and Women especially encouraged to apply.

 

Guest Services, Inc. is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status.

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