Executive Administrative Assistant Job at Chinook Winds
Job Description
Position: Executive Administrative Assistant
FLSA Status: Non Exempt
Location: Casino
Grade Level: See Pay Scale
Department: Administration
Minimum Age: 21
Reports To: General Manager
Shift: Day
Position Summary
Manages and directs daily Administrative Department operations. Supervises clerical support staff and performs executive-level administrative functions exclusively for the General Manager. Responsible for ensuring the Administrative department operates flawlessly; supports General Manager through extensive database management and provides executive administrative expertise including, but not limited to, maintaining scheduling, appointment setting, reporting, travel planning, project assistance, etc.
Essential Functions
- Excellent Customer Service demonstrated through strong interpersonal skills and outgoing, professional demeanor.
- Serves as Executive Assistant to the General Manager maintaining confidentiality & high-level of professionalism, integrity, organizational capabilities.
- Responsible for the timely, accurate and efficient management of multiple databases.
- Maintain membership in Chinook Winds, Siletz Tribal Donation Committee and Employee Suggestion Review Committee
- Maintain daily operations of Administrative Department; Supervises Secretary.
- Maintain communications for General Manager including phone, email, and professional written correspondence.
- Multi-tasked Project Management, assignments and related Executive Office administrative business.
- General Office Management responsibilities oversight of equipment installations, maintenance, repairs, ordering of office supplies, etc.
- Extensive administrative assistant duties including high-volume general clerical responsibilities and confidential filing.
- Schedules meetings, rooms, notifying attendees and handling of refreshments.
- Follows up with operational staff and Executive Management regarding reoccurring events, i.e. weekly reports, agenda items, etc.
- Greets visitors, ascertains nature of business, and determines appropriate action.
- Maintains all Company-wide Departmental Procedures Manuals and associated revisions.
- Manages travel arrangements for G.M. and others as necessary; issues itineraries to traveler(s).
- Operates as an independent source for Information, appointments and direction to reporting Directors/Managers.
- Prepares Purchase Requisitions with appropriate supporting documentation.
- General minute-taking for variety of meetings.
- Basic knowledge of the rules and regulations, and the policies and procedures promulgated there under, governing the operation of the Resort.
- Miscellaneous and other duties, as assigned.
Position Qualifications
Competency Statements
Communication Skills- Ability to communicate effectively with others verbally and in writing.
Detail Oriented- Ability to pay attention to the minute details of a project or task.
Interpersonal - Ability to get along well with a variety of personalities and individuals.
Accuracy – Ability to perform work accurately and thoroughly.
Customer Oriented - Ability to take care of customers’ needs while following company procedures.
Management Skills – Ability to organize and direct oneself and effectively supervise others.
Project Management- Ability to organize and direct a project to completion.
Education
High School Diploma or GED
Associate degree in Business preferred
Experience
Five years direct administrative support, at the executive level
Three years Office Management Supervision experience
Gamin and/or Hospitality experience preferred
Computer Skills
Microsoft Office intermediate level in Microsoft Word, Excel, and Outlook
Certificates & Licenses
Must obtain a Siletz Tribal Gaming License
Other Requirements
Ability to type a minimum of 60 WPM; testing may be required
Physical Demands
Physical Demands
Lift/Carry
Stand
Occasionally
10 lbs or less
Frequently
Walk
Occasionally
11-20 lbs
Occasionally
Sit
Constantly
21-50 lbs
Occasionally
Handling/Fingering
Constantly
51-100 lbs
Not Applicable
Reach Outward
Constantly
Over 100 lbs
Not Applicable
Reach Above Shoulder
Occasionally
Push/Pull
Climb
Not Applicable
12 lbs or less
Occasionally
Crawl
Occasionally
13-25 lbs
Occasionally
Squat or Kneel
Occasionally
26-40 lbs
Occasionally
Bend
Occasionally
41-100 lbs
Not Applicable
Not Applicable- Activity is not applicable to this occupation.
Occasionally- Occupation requires this activity up to 33% of the time (0-2.5+ hours/day.
Frequently- Occupation requires this activity from 33%-66% of the time (2.5-5.5+ hours/day.
Constantly- Occupation requires this activity more than 66% of the time (5.5+ hours/day.
Work Environment
Work will take place in a small office environment with occasional exposure to a busy resort and gaming environment with multiple distractions. The noise level in the work environment is usually quiet to moderate. Occasionally the work environment will be in locations exposed to smoke and the associated affects.
Working Conditions
Conditions of employment include passing a pre-employment drug screen, a background investigation, and completing a 180 day introductory period.
Employee Acknowledgement
I have reviewed the job description and was given the opportunity to question its contents.
Employee Signature: Date:
Approvals
Department Director: Date:
HR Director: Date:
General Manager: Date:
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