Administrative Assistant

TAHLEQUAH, OKLAHOMA 74464

FULL TIME , ON-SITE

Administrative Assistant

Egan Camp and Retreat Center is pleased to announce a search for an Administrative Assistant to be responsible for managing communication with guests, visitors, staff, and various stakeholders, ensuring smooth operations for events, bookings, and administrative tasks. As a frontline host, the Administrative Assistant ensures guests have a welcoming experience while maintaining organized records and supporting camp operations.

Essential Functions:

• Exhibit Christ-like values in all interactions, setting a positive example for staff and guests alike, and fostering a welcoming, respectful atmosphere
• Provide administrative and office support for Director/Manager and all Egan staff
• Manage incoming calls by directing them appropriately, taking messages, checking voicemail, and ensuring timely delivery of messages to the right staff or guests
• Oversee the Egan email account, ensuring timely forwarding of emails to the appropriate staff members for prompt follow-up
• Collaborate and coordinate with the Conference Camps Administrative Assistant to ensure smooth communication and efficient operations
• Manage camp store operations, including budgeting, inventory tracking, ordering supplies, and overseeing day-to-day sales
• Process donations and send out thank you letters
• Warmly greet and guide visitors to ensure they have a positive experience and are directed to the appropriate areas or staff
• Prepare “Welcome Packets” for each group and adjust thermostats to create a comfortable environment before their arrival
• Maintain, update, and organize files, ensuring easy access and accuracy for efficient office operations
• Receive and process incoming mail, record payments, and organize invoices and statements for accurate financial tracking
• Handle expense and voucher reimbursement requests, ensuring proper documentation and timely processing.
• Process credit card payments
• Prepare Insurance Reports
• Collaborate with the Director/Manager to create and maintain staff schedules
• Utilize camp management software to input bookings, update meal and lodging requests, manage setup details, and effectively communicate group needs to the appropriate staff

Qualifications:

• High school diploma or equivalent is required
• Demonstrate initiative by proactively identifying and completing tasks without needing direction, ensuring smooth and efficient operations
• Maintain a positive attitude, treating all staff and guests with respect, kindness, and Christian values, fostering an uplifting and welcoming environment
• Proficient in computer software, with strong word processing and organizational skills for efficient filing and document management
• Exceptional time management skills, with keen attention to detail to ensure tasks are completed efficiently and accurately
• Skilled in managing multiple projects simultaneously, meeting deadlines and prioritizing effectively
• Ability to maintain strict confidentiality, handling sensitive information with the utmost discretion and professionalism
• Exceptional communication, leadership, and mentoring skills, with the ability to collaborate effectively and contribute to a positive, cohesive team environment at Egan

Egan Camp and Retreat Center is an Equal Opportunity Employer and actively seeks and encourages applications from minorities, women, and individuals with disabilities. All offers of employment are subject to the applicant successfully completing background, reference, and other applicable checks.

To apply please visit: https://www.paycomonline.net/v4/ats/web.php/jobs/ViewJobDetails?job=282310&clientkey=E1CB377AF1A59C982D4A8BC33247365B

Closing Date: May 13, 2025

No Staffing Agencies or Recruitment Firms

Organization: Egan Camp & Retreat Center

Contact: Monica Reid

Phone: 6153692313

Closing Date: 05/13/2025