Administrative Assistant

Job purpose

Under limited supervision, provides a variety of administrative support to the Director of Golf Course, Grounds Maintenance, Facilities and Lodging and associated departmental staff.

Duties and responsibilities

Serves as receptionist: greets and directs visitors; answers, screens and directs telephone calls.

Gathers essential information and provides general assistance to callers/visitors.

Opens sorts and distributes mail or faxes. Records and distributes materials, comments and payments received from members, vendors, etc. to appropriate department.

Processes bi-weekly payrolls and time off requests in a timely matter.

Performs complex, diversified and specialized secretarial/administrative work. Creates computer forms, templates and tables. Coordinates or prepares a wide variety of financial and operational reports. Prepares and types memoranda, letters and reports.

Maintains and organizes filing systems and other administrative files as needed.

Inventories and orders uniforms, office equipment, office supplies, janitorial supplies and sanitary supplies; allocates bills to appropriate department(s). Arranges for the repair and servicing of office equipment.

Prepares power point presentations of golf course and other related project work.

Perform other duties as assigned.

Qualifications and Experience High School Diploma or equivalent (GED).Knowledge of office management/administrative support practices and procedures. Skilled in preparing and maintaining accurate records, reports and files.

Two years administrative/secretarial experience; experience in Hospitality/Resort industry preferred but not required.

Strong oral and written communication skills. Excellent interpersonal skills. Ability to effectively interact with all levels of management, employees, and customers/vendors of diverse populations.

Perform responsibilities with strong customer service orientation.

Excellent organizational skills and ability to prioritize tasks and workload; meet deadlines. Strong multitasking skills.

Demonstrate ability to successfully complete delegated projects of some complexity with minimal supervision.

Ability to handle and maintain confidentiality

Proficiency in Microsoft Office Word, Excel and Power Point Ability  to work with general office equipment such as a personal computer and keyboard, facsimile machines and photocopier.