Administrative Assistant

Overview

The Administrative Assistant provides exemplary service in a manner consistent with the values and mission of the Castle Group.  He or she performs all responsibilities while demonstrating outstanding customer service skills representative of Castle Royal Service. 

Responsibilities

• Promote site events and activities by creating and/or updating accurate printed and digital materials including flyers, registrations/order forms, posters, show tickets, floor plans, signup sheets, check in sheets, directional and informational signs, brochures, newsletters, and relevant media announcements.  

• Maintain the Master Calendar of events for association 

• Coordinate, attend and organize major annual events and manage logistics throughout the year  

• Assist Clubs with reservation and preparation of on-site events   

• Manage inventory of supplies and equipment and notify Manager if restocking and ordering is needed 

• Provide weekly updates of ticket sales to Manager

• Plan and execute approved events 
• Assist the Administrative Assistant with day-to-day duties not limited to issuing of identification cards and transponders, assisting residents with their accounts, and produce expense and budgeting spreadsheets

• Other duties and responsibilities as assigned. 

 

Supervisory Responsibilities 

• None 

 

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Education and Experience 

• High school diploma or equivalency required.  

• 2+ years in administrative and/or event planning role or similar position 

 

Skills and Abilities 

• Strong customer service, communication, and interpersonal skills to help create effective customer-focused relationships with all levels within the organization.  

• Able to work under tight deadlines and use time effectively based on key priorities. 

• Ability to prioritize multiple tasks with a high volume of requests.  

• Intermediate command of computer hardware/software, specifically Microsoft Office Suite. 

• Effective written and verbal communication skills 

• Excellent interpersonal and conflict resolution skills. 

• Excellent organizational skills and attention to detail. 

• Strong analytical and problem-solving skills. 

• Ability to act with integrity, professionalism, and confidentiality. 

• Communicate, receive, and exchange ideas and information by means of spoken and written.  

 

Physical requirements 

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 the essential functions. 

 

• Able to work under pressure, maintain composure and utilize good judgment during emergency/difficult and stressful situations. 

• Ability to lift 30 lbs. following appropriate safety procedures.  

• Ability to: 

• work in an upright standing, and sitting position for long periods of time 

• crawl in small and tight spaces 

• work in different environmental working conditions (e.g., heat, cold, wind, rain).  

• walk and climb stairs 

• stoop and bend 

• Extensive use of fingers for typing and visual use of the computer monitor.  

• Handle, grasp, feel objects and equipment.  

• Reach with hands and arms.  

• Ability to quickly and easily navigate property/buildings is required to meet the job functions.  

• Repeat various motions with wrists, hands, and fingers.  

• Ability to detect auditory and/or visual emergency alarms 

• May be required to perform work outdoors during all seasons   

• Ability to climb ladders and work at heights above ground level. 

• Ability to hear, understand and respond appropriately to verbal requests made in person and over the telephone. 

• Visual ability correctable to 20/20. 

• Ability to respond verbally in an u