Executive Administrative Assistant - Operations - Full Time - Non Exempt

Basic Job Function:
This position is responsible for the overall administrative support for the Vice President of Operations. Promote the Sea Island legacy of warm genuine hospitality while upholding and ensuring compliance with all company and departmental policies and procedures.

Minimum Requirements:
* Minimum four (4) years experience required in an administrative assistant role, previous experience at the executive support level desired
* College degree required
* Excellent communication skills, both written and verbal
* Proficient in Windows XP and Microsoft Office software applications such as: Word, Excel, PowerPoint and Outlook
* Proficient with peripherals, copier, fax, telephone and calculator
* Minimum typing skill of 50+ wpm
* Must be proactive with excellent problem solving and judgment skills and expected to apply common sense and execute tasks with minimum direction
* Must have ability to courteously present information to people in one-on-one and group situations and act as liaison with guests, members and team members
* Extremely organized with strong multi-tasking and time-management skills along with the being able to juggle multiple demands simultaneously
* Must be able to handle sensitive information with the highest degree of integrity and confidentiality with a high degree of precision
* Good listener, enjoys wearing many hats and looking for ways to improve processes
* Consistently aspires to fulfill our core Company values (Respect, Integrity, Passion, Teamwork, Accountability, Caring, Loyalty & Trust)
* Exhibits the Sea Island Five-Star Behavior Standards with guests, members and co-workers
* Must possess a positive attitude and have the ability to work with a variety of people and in cooperation with coworkers efficiently and effectively
* Must be detail oriented and able to manage competing priorities and multiple deadlines in a fast paced environment
* Ability to easily adapt to organizational and environmental changes
* If applicable, must be flexible to working days, early mornings, evenings, weekends, and holidays

Tasks/Responsibilities:
* Learn the names and personally recognize our regular Guests and Members
* Prepare welcome letters and amenities for arriving guests and VIP guests
* Handle guest complaints proactively, including follow up correspondence
* Direct liaison for processing requisitions for signatures
* Prepare service invoices and expense reports for executive management team
* Prepare meeting minutes for weekly management meeting
* Prepare and distribute company reports and slide presentations for meetings
* Create, edit and manage presentations, guest correspondence, speeches and documents as required
* Manage and schedule Manager on Duty, VIP report and leadership schedules
* Answer high volume of incoming calls and in-person inquiries from guests and colleagues
* Manage all correspondence and mailings from Vice President's office
* Manage all travel arrangements for Vice President
* Prepare and process expense reports
* Schedule meetings and manage Vice President's calendar
* Update database
* Balance monthly ledger statements
* Handle and process donation requests
* Prepare and coordinate all levels of executive travel including booking travel and expense reporting for ownership group, management team, interview candidates, VIP guests, friends and family and company consultants
* Maintain a thorough knowledge of current guest services, activities, dining options, shops, local attractions, and historical information regarding Sea Island and the surrounding area to answer any questions guests may have to the best of one’s ability
* If applicable, complete a Guest Problem Resolutions (GPR) form on any issues (solved or unsolved issues) and follow-up on issues as needed (if computer access is not available give information to admin support)
* Maintains cleanliness and organization in all work areas
* Uphold appropriate departmental standards of quality/timing
* Uphold and ensure compliance with all company and departmental policies and procedures
* Report all equipment problems and maintenance issues, known safety hazards, or unsafe practices and procedures to supervisor immediately
* Attends all scheduled employee meetings and brings suggestions for improvement
* Willing and timely execution of other duties as delegated by leadership

Physical Requirements:
* Ability to kneel, crouch, squat, climb, stand, sit, balance, reach, bend, push, pull and walk for prolonged periods
* If applicable, must have the ability to work for extended time periods in an outdoor environment, including sun, heat, cold, wind, rain, and higher than normal noise levels
* Ability to perform repetitive tasks with accuracy
* Ability to lift, carry, pull and push