Activities Administrative Assistant

BASIC SUMMARY:

Give administrative support to the Senior Events Manager, and assist in promoting activities for Activities, Membership, Food and Beverage programs and Club & Spa. Greet members and guests. Provide prompt and courteous service. Answer telephone inquiries in a friendly and courteous manner. Assist members by making reservations for upcoming events, dining reservations, and activities, as well as confirm reservations with members for the week of the event. Direct visitors. 

POSITION RESPONSIBILITIES:

•    Greet visitors, determine the nature and purpose of visit, and direct or escort them to specific destinations. 

•    Promptly answer telephone using positive and clear English communication. Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages, and scheduling appointments.

•    Provide information about establishment such as location of departments or offices, employees within the organization, services provided, hours of operations, etc. 

•    Schedule appointments. Maintain and update appointment calendars.

•    Oversee member and guest inquiries and needs.

•    Oversee the coordination of weekly managers’ schedules. Update phone lists and managers’ schedules.

•    Create and maintain Monthly Event Schedule and distribute to all necessary managers.

•    Plan, promote, and generate participation for all Club and Spa events, group tours, classes.  Create flyers to advertise events and activities around the Club and Spa. Take/Confirm reservations for upcoming events.

•    Perform daily charges to member account for attended classes.

•    Resolve any member or guest issues and address concerns as necessary.

•    Maintain the members’ roster. Print and bind members’ rosters and calendars.

•    Perform administrative support tasks (i.e., proofreading, transcribing handwritten information.

•    File, maintain, and scan records. 

•    Special assignments to support Events Manager.

•    Summarize results of comment cards monthly.

•    Maintain monthly event participation pace report and distribute to appropriate parties.

•    Process and distribute guest passes.

•    Inventory office supplies 

•    Manage incoming prospects and assign a tour guide.

•    Maintain confidentiality with issues of a sensitive nature.

•    Daily mail collection, interoffice mail collection & distribution.

•    Create and provide Guest passes.

•    Provide Notary services to members/guests.

•    Assist in all areas of Club Operations as requested.

•    Assist other operations with special projects.

•    Regular attendance in conformance with the standards, which may be established by the company from time to time, is essential to the successful performance of this position. Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

•    Due to the cyclical nature of our industry, employees may be required to work varying schedules to reflect the business needs of the company.

•    Upon employment, all employees are required to fully comply with the company’s rules and regulations for the safe and efficient operation of the facilities.  Employees who violate the rules and regulations will be subject to disciplinary action, up to and including termination.

EDUCATION/EXPERIENCE/OTHER REQUIREMENTS:

•    Any combination of education, training or experience that provides the required knowledge, skills, and abilities. High School education required.

•    Previous experience in the Hospitality industry is preferred.

•    Proficient in Microsoft Office (Excel, PowerPoint, and Outlook).

•    Excellent communication and interpersonal skills.

•    Prior experience in office environment preferred.

•    Strong interpersonal, communication and relationship building skills.

•    Solid organizational and time-management skills. Ability to multi-task.

•    Prioritize work without direct supervision and be able to complete assignments in a timely manner.

•    Provide a positive role model for professionalism and culture of organization.

•    Maintain strict confidentiality.

•    Able to assimilate new ideas and work well in a changing environment.

•    Demonstrated ability to work successfully in a collaborative environment.

•    Notary Public Certification.

PHYSICAL DEMANDS – ABILITY TO:

•    Grasp, lift, push/pull, carry or transport up to 25 lbs. Ability to push/pull wheeled carts weighing up to 100 lbs.

•    Sit, walk, and stand for extended periods of time.

•    Express and exchange ideas by means of the spoken word accurately, loudly, and quickly.

•    Perceive the nature of sounds at a normal speaking level and make fine discriminations in sound.

•    Have visual acuity to determine accuracy, neatness and thoroughness of the work assigned.

•    The noise level in the work environment is usually moderate.

•    Bend, stoop, kneel, and reach with hands and arms.