Executive Administrator

Working Environment: Working Ranch & Guest Hospitality 

OBJECTIVE: The Executive Administrator is responsible for providing high quality administrative support to the General Manager and Senior Leadership Team. The qualified candidate has exceptional written and organizational skills, is highly detailed and is target deadline oriented. Coordinates projects for the Ranch and Senior Leadership Team. 

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

• Responsible for providing administrative support to the Senior Leadership Team. 
• Assists in maintaining and developing business relationships through timely and professional contact and communication with key business partners. 
• Greets clients, guests, and members in a professional manner; promotes positive client relations. 
• Handles telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy.  
• Manages correspondence 
• Organizes meetings 
• Maintains corporate records 
• Responsible for maintaining the “voice of the ranch” in all written communication 
• Acts as a liaison between management and employees 
• Accountable for proofreading all printed materials and all technology-based communication. 
• Manage and capture Revinate Guest Experience Surveys ideas/suggestions  
• Manage Member waivers 
• Manage voice mail system 
• SOP administration, including creation and updating to ensure all SOPs are accurate and utilized. 
• Digital marketing, website management and partnering with Director of Sales/Marketing on Marketing projects. 
• Responsible for handling the following tasks in a timely manner: 

o   Identify VIP arrivals – writes welcome cards, assembles, and delivers the amenity 

o   Conduct guest survey follow up when needed – involves SLT as appropriate 

o   Writes follow up remarks on behalf of the GM within 48 hours of posting – google reviews, TripAdvisor, YELP, etc. 

o   Writes letters of correspondence to guests as necessary 

o   Through inter-departmental communication, assembles a weekly Leadership Schedule to be posted by 5 pm on Thursdays 

o   Assists with the compilation of and periodic edit of: 

• Annual member calendar 
• In cabin guest compendium 
• All ranch brochures 

o   Assembles Meeting Agendas and taking of meeting minutes for: 

• Weekly Partner - Management Meeting 
• Weekly Senior Leadership Team Meeting 

o   Assists with loyalty programs (including guest loyalty program in the OC) and writes employee birthday and employment anniversary cards prior to the start of each month 

o   Maintains the Member recognition tree in the OC and updates as necessary 

o   Demonstrate the highest level of professionalism in dealing with confidential and sensitive materials and information. 

o   Manage all correspondence email list with VP of IT to keep them current and reflective of changing positions.   

o   Updates OC with content for Outfitter’s Cabin daily as needed  

o   Manage after hours call service (AnswerConnect) 

• Executes travel arrangements; completes expense reports and processes invoices; ensures that correct account codes are used and required signatures obtained 
• Effectively processes various forms, reports, and documents for review, execution, and/or filing. 
• Orders and maintains office supplies and inventory. 
• Communicates guest, member and team member concerns, complaints 
• Responsible for reviewing guest surveys, disseminating content to the team 
• Maintains shared calendar to track Senior Leadership paid time off (PTO) 
• Is an ambassador on ranch and off, on duty and off 
• Supports other departments with hands-on help when demand dictates such – making beds, bussing tables, supporting the barn, etc. 

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES: 

Performs all related duties as assigned 

QUALIFICATION REQUIREMENTS: 

• 3 years’ experience administrative role 
• Previous experience in same or like industry 
• Intermediate experience with Microsoft Windows & Microsoft 365 suite, including Outlook, Word, Excel, SharePoint/OneDrive is required. Canva, Microsoft Publisher, Oracle OperaCloud, Simphony or other hotel PMS/POS systems experience a plus. 
• Ability to multi-task while juggling multiple deadlines and priorities 
• Attention to detail, planning and documentation 
• Adaptable, flexible, active decision maker 
• Excellent phone communication skills 
• Strong communication skills, specifically verbal and written skills 
• Customer service orientation 
• Maintains and encourages a positive and enthusiastic demeanor 
• Personal presentation is crisp, clean, and professional. 
• Operates with a high ethical and moral compass 
• An organizational ninja