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 PowerPoint
• Ability to work with general office equipment such as a personal computer and keyboard, facsimile machines and photocopier.