Administrative Assistant

Company Description

ABOUT WESTGATE RESORTS
Westgate Resorts provides a diverse range of vacation experiences. From sandy beaches on the Atlantic Ocean to snow-covered Utah mountains, families can affordably experience the country's most desirable vacation destinations. A world leader in the timeshare and hospitality industry, Westgate has resorts in Florida, Tennessee, South Carolina, Missouri, Utah, Nevada, and Arizona. Westgate meets every vacation expectation for every family for every budget. As we continue growing, we will continue offering the best and most affordable vacation options out there!

About Westgate Myrtle Beach Oceanfront Resort:
A beautiful oceanfront resort that lies across the street from Family Kingdom Amusement Park, Westgate Myrtle Beach offers you an incredible opportunity to enjoy the sunshine, cool breezes, and spectacular oceanfront views along the beautiful Grand Strand. Enjoy the satisfaction of assisting guests from all over the world who arrive to enjoy our spacious villas and numerous onsite amenities.

Job Description

Answer and direct phone calls

Organize and schedule meetings and appointments

Maintain contact lists

Produce and distribute correspondence memos, letters, faxes, and forms

Assist in the preparation of regularly scheduled reports

Develop and maintain a filing system

Order office supplies

Book travel arrangements

Submit and reconcile expense reports

Provide general support to visitors

Provide information by answering questions and requests

Take dictation

Research and creates presentations

Generate reports

Handle multiple projects

Prepare and monitor invoices

Develop administrative staff by providing information, educational opportunities and experiential growth opportunities

Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies

Contribute to team effort by accomplishing related results as needed

Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

Organize travel arrangements for senior managers

Write letters and emails on behalf of other office staff

Book conference calls

Handle sensitive information in a confidential manner

Take accurate minutes of meetings

Coordinate office procedures

Reply to email, telephone or face to face enquiries

Coordinate repairs to office equipment

Greet and assist visitors to the office

Photocopy and print out documents on behalf of other colleagues

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Must be able to regularly lift, pull, push, and or/move up to 30 pounds. Must be able to bend, stoop, stand, walk, kneel, crouch, crawl, climb stairs, for up to eight (8) hours. Must be capable of hearing within what is considered to be a normal range. In addition, the employee is occasionally required to smell. While performing the duties of this job, the employee is regularly required to stand, talk, and hear. Specific vision abilities required by this job include capable of distant vision, color vision, peripheral vision, depth vision and perception, close vision, distance vision, color vision, and ability to adjust focus.

Qualifications

Knowledge of office management systems and procedures

Excellent time management skills and ability to multi-task and prioritize work

Attention to detail and problem-solving skills

Excellent written and verbal communication skills

Strong organizational and planning skills

A High school diploma or general education degree (GED) or one year or more of related experience and/or training or an equivalent combination of education and experience. General computer skills are essential, and the applicant must be proficient in Word, Excel, PowerPoint, and MS Office.

WORK ENVIRONMENT

The work environment characteristics described here are representative of th