Executive Assistant
Job Details
Seascape Resort - Aptos, CA
Full-Time
High School
None
Day
Admin - Clerical

SUMMARY: Responsible for performing highly diversified administrative and clerical duties in support of the General Manager. Oversees all administrative functions to ensure the executive operates at maximum efficiency. Performs related work as required for the Executive Committee Members.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Provides administrative support to General Manager and other Executive members as assigned.
  • Categorizes and prioritizes response needed; drafts non-routine letters, memos, documents and various reports, maintains current files, takes minutes at meetings, and composes transcriptions or reports.
  • Prepare agenda, compile data and materials, attend meetings, transcribe meeting notes and prepare minutes.
  • Prepare correspondence, special reports, and legal documents for the General Manager.
  • Assist the General Manager with the development and preparation of presentations to Owners.
  • Arranges for monthly management team meetings. Prepares agenda and disseminates information from the General Manager as needed.
  • Process and track gift certificates.
  • Run various Maestro reports for General Manager as needed.
  • Support Director of Operations; run owner reports, updating current and creating new owner profiles through Maestro, support and assist with furniture installments projects; coordinate staffing for placing of new furniture, assist with various mailings to HOA and other miscellaneous projects.
  • Responds to Social media and Guest Review sites.
  • Maintain inventory of business forms, stationary, and envelopes.
  • Supports safe work habits of all staff and contribute to a safe working environment at all times.
  • Consistently maintain the ability to come to work regularly and on time.
  • Follow directions, get along with co-workers and supervisors, treat co-workers, supervisors and guests with respect and courtesy, contributes to a positive and rewarding team environment and refrains from abusive, insubordinate and/or violent behavior.
  • Other duties and jobs may be assigned as needed by supervisor.

QUALIFICATIONS, SKILLS & ABILITIES:

Listed below are the qualifications that represent the knowledge, skills, and/or ability to perform this job successfully:

  • Ability to control and protect highly confidential and sensitive information.
  • Ability to interact positively with management, coworkers, guests.
  • Maintain a positive and professional approach.
  • Ability to produce a high volume of work in a timely manner, which is accurate, complete, and of high quality.
  • Ability to work with mathematical concepts such as probability and statistical inference.
  • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
  • Ability to deal with problems involving several concrete variables in standardized situations.
  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
  • Must be able to work independently.

EDUCATION AND/OR EXPERIENCE:

  • Two years related experience as an Executive Assistant.
  • Resort and/or hospitality experience preferred.
  • High school diploma or equal to a GED.

LANGUAGE SKILLS:

  • Ability to read, comprehend and provide instructions, both written and verbal.
  • Ability to effectively present information to individuals and all sizes of groups (i.e. clients, customers, guests, associates, managers etc.).
  • Ability to entertain clients in a professional business manner.

MATHEMATICAL SKILLS:

  • Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.

COMPUTER SKILLS (FOR ADMINISTRATION OR MANAGEMENT POSITIONS):

  • Computer skills required for communication and reporting- Excel, Word and Outlook.
  • Proficient in Outlook and Internet applications.

CERTIFICATES & LICENSES:

  • Must provide valid document(s) to work in the US.
  • Valid California Driver License is required (for specific positions).

WORK ENVIRONMENT:
The work environment at Resort ranges from winter time lows of 30 degrees to summer time highs to 80+ degrees. While performing these duties the employee may be exposed to outdoor and inclement weather conditions.

PHYSICAL DEMANDS:
While performing the duties of this job, the employee must be able to:

  • Use hands to finger, handle, or feel; and talk or hear.
  • Specific vision abilities required by this job include close vision.
  • Lift 25-50 lbs. (for specific positions)
  • Sit, stand and walk for long periods of time.
  • Reasonable accommodations made to enable individuals with disabilities to perform the essential functions.

GROOMING & UNIFORM:

Some positions will be required to wear uniforms. Uniforms are the property of Resort. Uniforms that have been tampered or destroyed will be the responsibility of the employee and disciplinary action will apply.

  • Hair must be clean and kept at a reasonable length.
  • All Food Servers and Culinary personnel must wear their hair tied back.
  • No extreme dying or bleaching of hair is permitted.
  • Fingernails must be clean and well-trimmed at all times.
  • Antiperspirant or deodorant must be worn.
  • Cologne or perfume may be worn at a minimum.
  • Nametags must always be worn, unless your department has a specific policy to the contrary.
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