Executive Administrative Assistant | Year Round

Overview

The employee in this position assists the General Manager, and the senior management team, with administrative duties. As a customer focused organization, a crucial part of each employee’s job is to get and keep guests.

• Handles typical guest service duties (greeting guests, responding to inquiries, taking messages, directing guests to appropriate department personnel, interfaces with outside vendors, etc.) while covering the reception area in the Administration Office on a daily basis.
• Responsible for the general operation of the Administration office, including keeping the reception area and conference room clean and organized. Responsible for keeping reception area stocked with supplies (coffee, cups, sugar, water, etc.) for resort guests and staff. Responsible for scheduling use of conference room.
• Orders and maintains inventory of office supplies (i.e. copy paper, envelopes, toner, tablets, pens, etc.) for the Administration Office. Arranges for office equipment maintenance, including copier, mail machine and fax machine.
• Responsible for updating resort information for the Administration Office, including daily snow reports, function sheets and contact listings. Updates contact listings (i.e. cell phone list, seasonal telephone directories and seasonal radio-call list) as changes become necessary throughout the year.
• Responsible for coordinating and maintaining company issued cell phones. Tracks company cell phone usage.
• Tracks functions/special events for Administration staff. Responsible to gain knowledge of all resort operations in order to be able to answer inquiries from resort guests and phone inquiries.
• Coordinates with Administration staff regarding employee relations matters (i.e. sending flowers, holiday cards, birthdays and special occasions).
• Processes all incoming and outgoing mail for the entire resort on a daily basis. Responsible for sorting and distributing mail to managers via departmental mailboxes in the Administration Office. Responsible for handling incoming and outgoing packages (i.e. Fed Ex and DHL).
• Responsible for e-mail distribution of incoming faxes to the Administration Office.
• Processes all donation requests (tickets, products, services and season passes). Coordinates with General Manager on processing requests for monetary contributions from outside agencies/charities and prepares response letters. Tracks and reconciles monetary contributions on a monthly basis.
• Prepares, maintains and tracks purchase requisitions for Administration staff. Responsible for providing copies of purchase requisitions pertaining to AOI expansion capital projects to the Executive Administrative Assistant.
• Composes and types routine correspondence. Files correspondence and other records for Administration staff. Organizes and maintains corporate filing system.
• Familiar with the Operations Plan and scripting as it relates to this position. Responsible for annual updating of position files in the Operations Plan and coordinating and completing annual updates by senior management team.
• Tracks time off and work related travel for Administration staff. Reconcile credit card expense for General Manager. Serves as back-up to departmental managers for confirming time clock punches in Nav. Tracks labor costs for capital projects.
• Assist General Manager with preparation of annual strategic plan document and PowerPoint presentation. Coordinates with senior management team on departmental sections of strategic plan. Assists General Manager with periodic reporting to resort parent and management companies.
• Takes minutes of various meetings involving the General Manager, including strategic planning sessions and capital project construction meetings. Takes minutes at Senior Staff meetings, Action meetings and departmental meetings. Responsible for distribution of meeting minutes.
• Assists senior management team with company goals program. Responsible for tracking results of company goals and preparation of PowerPoint presentations for review with departmental managers at ACTION meetings.
• Assists with financial analysis as requested by General Manager. Tracks budget and allocations for AOI expansion capital projects for General Manager. Prepares monthly reconciliations of capital projects to Infinium accounting system.
• Organizes and maintains capital project files including contract documents, plans, progress reports, payment requests and engineering documentation. Works with project managers on various matters.
• Assists Director of Mountain Operations with various administrative tasks including development of shuttle bus service contracts, hiring paperwork for specific departments, preparation of weekly reporting to management personnel, snow sports teams program agreements, preparing in-house billing requests and processing purchase requisitions for appropriate approval signatures.
• Works on special projects (i.e. safety programs, special events, future mountain development and management programs) with…